Document Management by Retention Code

CEO Image Systems now gives every organization capability to link critical records to legally mandated or organizational record retention schedules, as well as address QS 9000 and ISO quality standards related to organizational records controls. This feature is designed for Users with explicit records retention policies, meeting all your document management needs.

Records Retention Codes are time-sensitive flags attached to Documents at the time of filing. With this extension of the Manage Documents Function, Documents can be grouped or deleted by Retention Code. This can be particularly useful when flushing archival systems of obsolete or expired records.

Records Retention schedules can be set by department and document category, summary lists of documents may be published by retention schedule code, and obsolete documents may be identified, and if necessary destroyed.

Department Maintenance

The Record Retention Module adds capability to set up retention schedule codes, by department.  These are changeable data fields so that if the retention requirements change for a particular records or set of records, the "codes" can also be changed.  

The records retention schedule codes are linked to the images of the records in the database.   The retention requirement is linked to an archival action date, which sets the start date of the retention period.

Reports

An audit trail is maintained for the retention schedules.  A list of documents can be generated by department, by retention schedule code.  The documents are listed by comments typed in the note fields.

Documents that are not identified by retention can also be listed in a report.

Removing Documents According To The Retention Schedule

Once the documents have met the record retention requirement, the references in the system to the documents may be deleted either as a group, or individually.  If archiving is on permanent media such as CD,  groups of documents with similar retention requirements may be written on the same CD.  The media as well as the system references may be destroyed.  The system has a safety net for this process; only the highest level of security may purge obsolete documents.