Purging Retention Records

You can purge documents that have a retention date of the current date or later.

When you purge a document, the Document type is changed to Purged Record. Your system may be configured to notify you when records have reached the retention date (the date at which the documents can be purged).

A retention hold cannot be purged if it is in the Released or Obsolete state.

You cannot purge a record if:

  • It is also included in another retention record that has not reached the retention date.
  • It has also been added to a retention hold record.

Required access roles:

  • Baseline: Leader
  • App-specific: Librarian

Before you begin: View the list of retained documents for a retention record. See Retained Documents List.
  1. Check the documents you want to purge. You can purge any document that shows in the Status column.
  2. Select Purge from the page Actions menu toolbar.
  3. Click OK to confirm.

    If one or more of the selected documents cannot be purged, Library Central displays this message: 

    These Documents are not ready to purge.
    [Document name]
    -Retention date not reached.
    -Attached Retention Holds are in the Released or Obsolete state.

    When purged, the files checked into the Document are deleted, and the Document type is changed to Purged Document. Your system may be configured so that the latest versions of files checked into the Document object are copied to the Purged Document object.