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Setting classification codes and retention periods on a document

What is a classification code?​

A classification code is a label that determines where a document belongs in the organization's classification scheme. It usually represents a business function or type of case, e.g.:

  • 010: HR matters
  • 020: Contracts
  • 030: Financial operations

The code is usually predetermined by the classification scheme, prepared by the archive officer or records manager, or depending on the business requirements of the individual organization.

What is a retention period?​

The retention period determines how long a document must be kept before it may or must be disposed of or archived. Retention periods are, for example:

  • 5 years (e.g. some correspondence),
  • 10 years (e.g. accounting documents),
  • permanent (e.g. contracts with long-term consequences).

The retention period is tied to the classification code and determined according to the records management regulations, or depending on the business requirements of the individual organization.

How to set the classification code and retention period on a document?​

  1. When creating a new document in the selected module or case, open the data entry form.

  2. Find the "Classification code" field:

    • Click the search or list icon.
    • Select the appropriate code from the classification scheme.
    • Depending on the code, the system may automatically suggest a retention period.

  3. If you have the right, you can also enter or correct the retention period:

    • choose among the options (e.g. "5 years", "permanent"),
    • or use the calendar to set the retention start date (e.g. from receipt, from case closure).

  4. Click Save or continue editing other data.

The method of entering the classification code and retention period depends on your organization's configuration.

Automation and rights​

  • The system can automatically suggest a classification code based on the selected document type.
  • Some users have limited rights to change the classification code and retention period.
  • Changes to this data are recorded in the audit trail.

The available settings depend on your organization's configuration.