Hi Bob, I have been asked to write up a CRD (Customer Requirements Document) about records retention / purge capabilities. Thus far, I have drafted the following key points and I welcome your input on these requirements:
- The ability for all data and attachments to be purged & destroyed in such a manner that it cannot be recovered or discovered following destruction.
- A configurable workflow which will route to a person(s) or group(s) within X days of the pending destruction/purge date and reminders every Y days thereafter.
- The ability to “save” or “rescue” a record/data from the automated/scheduled purge date.
- The ability to set predefined rules for a purge date to be automatically applied (e.g. X months/years following the Expiration Date of a contract, or Y months/years following the Closing Bid Date on a sourcing event, or Z months/years following an SPM survey).
- The ability for an Owner or Administrator to modify the purge date up until the date itself.
- There should be reporting which will allow administrators and Owners of these records to see what purges are upcoming over the next few months/ quarters/ years.
- The option to transfer those records to a portable media for “offline” storage when/if needed (e.g. for a record which is part of an active litigation or investigation).
Thank you!