GDPR Retention/Expiry dating and auditing

KB083 - Guide to applying "shredding" and retention dates to images held within Volume and Volumeremote

New feature introduced in v5.6.4.2

All machines must be upgraded to version 5.6.4.2 in order to use these options without issues.

To apply a shredding date to an existing box

1. Right click on a box, and select 'Properties'.
2. Add a shredding future date.

On the date specified, the box contents are moved automatically in to the "Shredding Queue", which is then accessed from within "Reports" - "GDPR Shredding Report".

To apply a Retention/Expiry date to an existing box

1. Right click on a box and click "Properties".
2. Add Retention/Expiry date.

During the retention period, a warning will appear on the box should a user wish to shred or delete the box. At the end of the retention period, the notification will automatically be removed from the box.

N.B Should a box also require shredding after the retention date, both dates should be completed.

Reports

Shredding Queue details the boxes held within the shredding queue, requiring action.

• Client File
• Box Details
• Number of images
• Mark Date
• Marked By
• Reason
• Type

Shredding History details the boxes which have been shredded by:

• Client File
• Box Details
• Number of images
• Authorised by
• Reason
• Type

Retention Queue details the boxes on which a retention date has been added.

• Client File
• Box Details
• Number of images
• Document Date
• Keep Until
• Shred By

Retention History details the boxes on which a retention date has passed by:

• Client File
• Box Details
• Number of images
• Document Date
• Keep Until
• Shred By

Expiry Queue details the boxes on which there is a shredding date which has not yet been reached.

• Client File
• Box Details
• Number of images
• Document Date
• Keep Until
• Shred By