ISSI Document Management, Workflow Automation and RPA Blog

Automated Retention Scheduling Best Practices for ERM & RIM

Friday, June 30, 2017

Records retention scheduling is a critical component of electronic records management (ERM) and records information management (RIM) systems to minimize the risk of compliance violations and lawsuits.

Manually managing records retention can be mistake prone, so how can you automate this process but avoid accidentally deleting documents before their time, especially if they’re on legal hold?

Two Types of Automated Retention Scheduling

Automated retention scheduling ensures compliance without relying a manual process centered on individuals. With Hyland OnBase, there are two types of automated retention scheduling:

  • Static Document Retention: automatically purges documents once their retention timeline has expired; this can be very dangerous and can lead to unintended deletions
  • Dynamic Records Management: automatically alerts your staff when a document’s retention timeline has expired so they can review it prior to being purged; this represents a double-check to ensure the right retention schedule has been applied to the document and that the document is not purged if there is a legal hold on it

Most records management-savvy organizations use a combination of both: static retention for COLD, aging reports, invoices, checks, etc., while dynamic is more useful for contracts, employee records, etc.

Hyland OnBase Records Management

Watch this video to see how Hyland OnBase handles records management:

Automated Retention Scheduling Implementation

Contact us and we will show you how to automate retention scheduling for your records. We can discuss setting policies for retention per document type and how to prioritize them based on regulatory requirements, document risk, state laws, and to adhere to ISO and other certifications.

We will also show you how to use simple document retention scheduling vs. advanced records management with workflow, how both can be used in tandem, and how to easily apply and manage legal holds.

Contact us to learn more about ERM and automated retention scheduling


3-way matching abbyy flexicapture abbyy timeline accounting software integration accounts payable advanced classification advanced document capture advanced document capture software advanced recognition alaris alaris info input american records management association (arma) anydoc software ap automation automated data extraction automated retention scheduling backfile scanning bots brainware business intelligence (BI) business process management (BPM) business process outsourcing (bpo) capture software case management software charlotte mecklenburg county claims client success program closed loop scanning cloud document management company update content services coupa business spend management covid-19 coronavirus customer experience customer service data extraction date entry automation digital mailroom digital transformation digital vault document capture document classification document conversion document destruction document imaging document indexing document management document scanner document scanner service document scanning document scanning service document security document storage ecm electronic records management (erm) employee retention enterprise content management (ecm) epson erp integration evolution audit exception handling explanation of benefit (EOB) processing FADGI compliance federated search financial services georgia health information management association (GHIMA) georgia records association (GRA) gfoa annual conference gfoa conference government healthcare hr software hyland cloud hyland communitylive hyland enterprise search hyland forum hyland onbase hyland rpa hyland sharebase hyland software hyperscience ibm datacap information governance (IG) insurance intelligent document processing (IDP) invoice capture invoice processing knowledgelake kodak kodak i3400 kodak i3450 kodak i4650 kofax kofax capture kofax readsoft online kofax transformation modules (ktm) KOM Software KOMpliance latest machine learning mailroom mailroom outsourcing manufacturing microsoft azure microsoft dynamics 365 netsuite newsletter nexsan assureon ocr onbase onbase 17 onbase 18 onbase 19 onbase cloud onbase cloud migration onbase diamond support partner onbase foundation onbase implementation onbase mobile onbase online (OBAL) onbase upgrades onbase web client onbase web server optical character recognition (ocr) oracle financial cloud process intelligence software professional services records management relational data remote workforce reporting dashboards retention scheduling automation robotic process automation (RPA) RPA-as-as-service (RPAaaS) scan-on-demand service requests systems integration touchless processing unity client windows 7 support workflow assessment workflow automation workview workview case manager