Document Retention

What is (Automated) Retention Policy Management?

Automate your document retention management policies with Centralpoint. Centralpoint empowers you with easy to use tools to define each of your many retention policies, including custom filters, queries, and start and end dates. Centralpoint also stores information about each of your storage repositories, supporting connections to Shared File Folders, SQL, Oracle, IBM and even web services to third party providers like Workday, Citibank, ADP and others.

Centralpoint's scheduled feature will visit each of these silos at a frequency you select to find any record which is considered to be expired, based upon your retention policies. Any files detected can be routed to the appropriate adiministrator to authorize the destruction of those records; and when approved, Centralpoint will destroy all records from each system recording each step.  Centralpoint (Automated) Document Retention Policy Management helps you to remain compliant on a continual basis.






Live Reporting

Live chart of types of documents detected or deleted:



Export to Excel Xml Format

StartDate Title ModifyDate EndDate IsEnabled Action CompletedDate Taxonomy ActionEmail Name
03/04/2019 [Test] in [Centralpoint (SQL) - Policies] via [Sample 1] 06/28/2019 12/31/9999 Enabled / Released Report 6/28/2019 5:52:59 PM Accounting Test
03/04/2019 [Policy Example 4] in [Centralpoint (SQL) - Policies] via [Sample 1] 06/28/2019 12/31/9999 Enabled / Released Report 6/28/2019 5:52:58 PM Accounting Policy Example 4
03/04/2019 [Policy Example 1] in [Centralpoint (SQL) - Policies] via [Sample 1] 06/28/2019 12/31/9999 Enabled / Released Report 6/28/2019 5:52:58 PM Accounting Policy Example 1
03/04/2019 [David Document] in [Centralpoint (SQL) - Policies] via [Sample 1] 06/28/2019 12/31/9999 Enabled / Released Report 6/28/2019 5:52:58 PM Accounting David Document
03/04/2019 [Policy Example 2] in [Centralpoint (SQL) - Policies] via [Sample 1] 06/28/2019 12/31/9999 Enabled / Released Report 6/28/2019 5:52:57 PM Accounting Policy Example 2
03/04/2019 [U.S. State Department (KM)] in [Centralpoint (SQL) - Policies] via [Sample 1] 06/28/2019 12/31/9999 Enabled / Released Report 6/28/2019 5:52:57 PM Accounting U.S. State Department (KM)
03/04/2019 [Policy Example 5] in [Centralpoint (SQL) - Policies] via [Sample 1] 06/28/2019 12/31/9999 Enabled / Released Report 6/28/2019 5:52:57 PM Accounting Policy Example 5
03/04/2019 [Policy Example 3] in [Centralpoint (SQL) - Policies] via [Sample 1] 06/28/2019 12/31/9999 Enabled / Released Report 6/28/2019 5:52:56 PM Accounting Policy Example 3
03/04/2019 [Detailed Document (XML/Json)] in [Centralpoint (SQL) - Policies] via [Sample 1] 06/28/2019 12/31/9999 Enabled / Released Report 6/28/2019 5:52:55 PM Accounting Detailed Document (XML/Json)
03/04/2019 [Elias Document] in [Centralpoint (SQL) - Policies] via [Sample 1] 06/28/2019 12/31/9999 Enabled / Released Report 6/28/2019 5:52:55 PM Accounting Elias Document
03/04/2019 [Test] in [Centralpoint (SQL) - Policies] via [Sample 1] 06/28/2019 12/31/9999 Enabled / Released Report 6/28/2019 5:52:55 PM Accounting Test
03/04/2019 [Sample 4: Start Date 5/4/2018] in [Standard Module] via [Sample 1] 04/16/2019 12/31/9999 Enabled / Released Report 3/20/2019 1:14:31 PM Corporate & Legal Sample 4: Start Date 5/4/2018
03/04/2019 [Sample 2: Start Date 3/4/2018] in [Standard Module] via [Sample 1] 03/20/2019 12/31/9999 Enabled / Released Delete 3/20/2019 1:15:33 PM Accounting Click to Email Sample 2: Start Date 3/4/2018
03/04/2019 [Sample 3: Start Date 4/4/2018] in [Standard Module] via [Sample 1] 03/20/2019 12/31/9999 Enabled / Released Delete 3/20/2019 1:15:33 PM Accounting Click to Email Sample 3: Start Date 4/4/2018
03/04/2019 [Sample 5: Start Date 6/4/2018] in [Standard Module] via [Sample 1] 03/20/2019 12/31/9999 Enabled / Released Report 3/20/2019 1:14:32 PM Accounting Sample 5: Start Date 6/4/2018

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Retention Policies for this Site

The list below shows the current document retention management policies set up for this site. These records are managed within the Client Console, under 'Retention Policies', which allow you to manage the rules over which documents may be retained for what period of time. Based upon these rules, Centralpoint will check your many disparate systems ,both structured (Oracle, IBM, SQL, ODBC, others), and unstructured (File folders, containing PDF, Images, PPT, Word), in which to compare against your rules. It will return to your administrators, a report daily, that, when approved, will record the authorization of these deletions, and then Centralpoint (post authorization) will delete these documents from these silos, also reporting 'when' these records have been deleted. 
Title Action After Taxonomy
Accounting - 2 Years  - Bank Reconciliations  Delete 1 Days Accounting
Accounting - 7 years  - Expense Reports  Delete 1 Months Accounting
Accounting - 7 years  - Petty Cash Records  Report 1 Months Accounting
Corporate & Legal - 2 Years - Correspondence, General   Report 1 Years Corporate & Legal
Corporate & Legal - 6 Years - Audit Reports - Internal   Report 1 Years Corporate & Legal
Corporate & Legal - 7 Years - Correspondence, Routine   Report 1 Years Corporate & Legal
HR & Payroll - 10 Years - Payroll - After Termination   Report 1 Years HR & Payroll
HR & Payroll - 3 Years - Employment Applications  Report 1 Years HR & Payroll
HR & Payroll - 5 Years - Safety Reports   Report 1 Years HR & Payroll
HR & Payroll - 7 Years  - Accident Reports  Report 1 Years HR & Payroll
HR & Payroll - 7 Years - Attendance   Report 1 Years HR & Payroll
HR & Payroll - 7 Years - Benefits   Report 1 Years HR & Payroll
HR & Payroll - 7 Years - Personnel - After Termination   Report 1 Years HR & Payroll
HR & Payroll - 7 Years - Time Reports  Report 1 Years HR & Payroll
HR & Payroll - 8 Years  - Salary History  Report 1 Years HR & Payroll
Purchasing & Sales - 3 Years  - Sales contracts  Report 1 Years Purchasing & Sales
Purchasing & Sales - 3 Years - Purchase orders  Report 1 Years Purchasing & Sales
Purchasing & Sales - 3 Years - Requisitions   Report 1 Years Purchasing & Sales
Purchasing & Sales - 3 Years - Sales invoices  Report 1 Years Purchasing & Sales
Shipping & Receiving - 4 Years  - Freight Bills Report 1 Years Shipping & Receiving
Shipping & Receiving - 4 Years - Export Declarations   Report 1 Years Shipping & Receiving
Shipping & Receiving - 4 Years - Manifests   Report 1 Years Shipping & Receiving
Shipping & Receiving - 4 Years - Waybills and Bills of Lading  Report 1 Years Shipping & Receiving
Sample 1 Report 1 Days Accounting


Records Captured Against Retention Policies

This is an example of records found, as a result of the retention policies managed. This suite of tools can search Centralpoint, File Folders, SQL, Oracle, IBM, and other systems, to check (daily, monthly, annually) for records which exceed your policy for retention. Please note this form, allows for the signature of the user, who will be authorizing the deletion of these files. In this way, you will also have full reporting to show all deletions made by each authorized users, including which specific records were deleted each time.

Name Date & Time Storage Path Policy Action Completed
Test (4b15f111-e20f-4d69-8c43-f926a036be90) 6/24/2019 3:59:13 PM Centralpoint (SQL) - Policies Sample 1 Report 6/28/2019 1:52:59 PM
Policy Example 4 (dd9a0f9c-066c-4c66-ae6c-f418f996183c) 3/12/2018 9:28:34 AM Centralpoint (SQL) - Policies Sample 1 Report 6/28/2019 1:52:58 PM
Policy Example 1 (8fa9ec8e-c8b2-413b-829f-f109de6da467) 7/23/2018 2:30:48 PM Centralpoint (SQL) - Policies Sample 1 Report 6/28/2019 1:52:58 PM
David Document (38267c3f-2686-4a3e-ba9f-df226c4378c0) 6/25/2019 11:32:46 AM Centralpoint (SQL) - Policies Sample 1 Report 6/28/2019 1:52:58 PM
Policy Example 2 (a98a08cc-ed00-40f1-bdbf-c5c90a7a847c) 6/12/2017 9:28:34 AM Centralpoint (SQL) - Policies Sample 1 Report 6/28/2019 1:52:57 PM
U.S. State Department (KM) (f12feeaa-593e-478d-89da-5a86166b1305) 6/21/2019 3:29:37 PM Centralpoint (SQL) - Policies Sample 1 Report 6/28/2019 1:52:57 PM
Policy Example 5 (1e425942-4656-4d98-aeab-50e2eb95819a) 2/12/2018 9:28:34 AM Centralpoint (SQL) - Policies Sample 1 Report 6/28/2019 1:52:57 PM
Policy Example 3 (f2d00694-be75-4a51-a521-500b5120981d) 5/20/2018 9:57:14 AM Centralpoint (SQL) - Policies Sample 1 Report 6/28/2019 1:52:56 PM
Detailed Document (XML/Json) (872c20b4-0312-46af-ac03-2bb564971769) 6/17/2019 9:40:16 AM Centralpoint (SQL) - Policies Sample 1 Report 6/28/2019 1:52:55 PM
Elias Document (873de78d-9cd6-45cc-925d-265739f0f747) 6/26/2019 3:42:37 PM Centralpoint (SQL) - Policies Sample 1 Report 6/28/2019 1:52:55 PM
Test (62cbf63a-b3d6-4d08-94ff-01ba054f1bcf) 6/24/2019 4:00:32 PM Centralpoint (SQL) - Policies Sample 1 Report 6/28/2019 1:52:55 PM
Sample 5: Start Date 6/4/2018 (3db82828-6b3f-49f4-8158-da2dcc2ea3a1) 6/4/2018 11:19:59 AM Centralpoint (SQL) - Policies Sample 1 Report 3/20/2019 9:14:32 AM
Sample 2: Start Date 3/4/2018 (388f8a17-8671-471f-b58f-b1a59d5b187c) 3/4/2018 11:15:02 AM Centralpoint (SQL) - Policies Sample 1 Delete 3/20/2019 9:15:33 AM
Sample 3: Start Date 4/4/2018 (21fcd5ed-b26d-4cd6-8bc1-aab5027989f6) 4/4/2018 11:18:21 AM Centralpoint (SQL) - Policies Sample 1 Delete 3/20/2019 9:15:33 AM
Sample 4: Start Date 5/4/2018 (befc393c-9d48-4e64-802e-44d9c7079232) 5/4/2018 11:19:20 AM Centralpoint (SQL) - Policies Sample 1 Report 3/20/2019 9:14:31 AM



 

Examples of Retention Policies

Here are samples of common document retention policies. These rules can change drastically based upon your industry type, and changing regulations. Do not use these in place of any legal advice, they are merely to demonstrate the many policies in place for most industries today.

Businesses are required by law to retain confidential client, employee, and company information for a minimal amount of time. But many documents eventually outlive their purpose, and holding onto them for too long puts you at risk of a security breach and non-compliance with today’s privacy legislation. How long you store business records should be determined by a retention schedule that balances each record’s usefulness with the legal requirements. This schedule will depend on the type of business and the lifecycle of specific documents.

Below is a document retention schedule that outlines how long you should hold on to important documents. After their retention period is complete, you should ensure that they are securely destroyed by a third-party information security provider. Please note that these recommendations on document retention are general guidelines only. They are not intended to represent legal advice. Contact your legal expert(s) or federal, state or provincial government to ensure you are following current legal requirements for your area.

Alphabetized by Document Category

ACCOUNTING  Retention Period 
AR/AP Ledger  7 Years 
Bank Reconciliations  2 Years 
Cash Disbursements/ Receipts   Permanently 
Chart of Accounts  Permanently 
Depreciation Schedule  Permanently 
Expense Reports  7 years 
Financial Statements  Permanently 
General Ledger  Permanently 
Inventory Records  Permanently 
Journal Entries  Permanently 
Petty Cash Records  7 years 
Tax Returns  Permanently
HUMAN RESOURCES & PAYROLL   Retention Period
Accident Reports  7 Years 
Attendance   7 Years
Benefits   5-7 Years
Employment Applications  3 Years
Payroll - After Termination   10 Years
Personnel - After Termination   7 Years
Personnel - Current Employee  Permanently 
Safety Reports   5 Years
Salary History  8 Years 
Time Reports  7 Years
 
SHIPPING AND RECEIVING   Retention Period
Export Declarations   4 Years
Freight Bills 4 Years 
Manifests   4 Years
Waybills and Bills of Lading  4 Years
CORPORATE / LEGAL   Retention Period
Annual Report  Permanently 
Articles of Incorporation  Permanently 
Audit Reports - External   Permanently
Audit Reports - Internal   6 Years
Contracts   Permanently
Copyrights, Trademarks, Patents  Permanently 
Correspondence, General   2 Years
Correspondence, Legal/Tax  Permanently 
Correspondence, Routine   7 Years
Mortgages, Licences, Deeds  Permanently 
Organizational Charts  Permanently 
Partnership Agreements   Permanently
 
PURCHASING AND SALES   Retention Period
Purchase orders  3 Years
Requisitions   3 Years
Sales contracts  3 Years 
Sales invoices  3 Years

* Retention periods begin after the termination, expiration, disposal, etc., of the item.