Setup - Auto-Delete Documents (Record Retention Policy)

Setup - Auto-Delete Documents (Record Retention Policy)

Overview

YOUR COMPANY MUST FIRST CONTACT SAFARI SUPPORT TO SET UP THIS FEATURE. 
Because document destruction is permanent and not recoverable, this feature is not automatically accessible in system setup.  If you'd like to implement this feature, a Safari system Owner at your company must first email support@safarisop.com and request that this feature be enabled.
You can configure Safari to automatically delete all attachments in a matter after a designated number of days from when the matter closes.  Specifically, this includes:
  1. The file attachment for all documents in all folders
  2. All attachments for all correspondence in the Correspondence folder
  3. Any draft PDF documents
Purpose for this feature and how it differs from full matter destruction.  Some companies maintain a master document database, and Safari contains merely the duplicate of the attachments for a permanent source of record.  In that situation, companies sometimes want to delete the document from Safari to reduce the number of locations where the document resides.  As noted below, Safari retains certain meta-data about the attachment (e.g., the file name and hash value) so it's possible for you to match the document with the data source of record if needed.

This feature is not a full destruction of the matter and all data.  Safari plans to complete a full matter auto-delete feature in the future.  If you have a record retention policy that destroys all information in less than seven years and need to implement that in Safari, please reach out to your Customer Success Manager at customer-engagement@safarilaw.com, who can work with your company and the Safari technical team to set up a matter destruction routine on the back end of Safari.

Meta-data preserved.  While this feature deletes all attachments, it doesn't delete the document metadata.  The following data is preserved:
  1. Attachment name
  2. Attachment size
  3. Hash value of the attachment
  4. Date attachment uploaded
  5. User who uploaded
  6. Portal Date (only for documents delivered to a SecureShare portal)
  7. Download date (only for documents delivered to a SecureShare portal and downloaded by the serving party)
  8. Date attachment deleted

Setup of Auto-Delete Attachments

Before you can access the setup feature, a system Owner at your company must email support@safarisop.com and request the feature be enabled.  Once accomplished, your Owner sees the setup option in each Subtype setup page:

If enabled for a Subtype, you are required to specify the number of days after a matter is closed for the attachments to be deleted.  Most companies have a record retention policy of seven years (about 2,555 days.  You can specify as few as 30 days and a maximum of 9,999 days.

Excluding a Matter from Auto-Deletion

If a Subtype has been set up to auto-delete attachments, you can exclude a matter.  In the meta-data for any matter scheduled for auto-deletion, see the checkbox at the bottom of the meta data as shown below:

If the matter has been excluded and the auto-deletion data has passed, and if the checkbox is then unchecked then the matter's attachments are auto-deleted within 24 hours (whenever the next scheduled auto-deletion occurs).

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