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Help · ScanFlow: documents

How to manage records past their keep-until date

Records whose retention period has ended. You decide: destroy (two people must agree, and a certificate of destruction is kept), keep longer, or archive. The page also has the recycle bin, retention schedules and an activity export.

Who can do this: Organisation admins (Client Admin).

Steps

Step by step

  1. Open ScanFlow → Records.
  2. The 'Due for decision' list shows records past their keep-until date.
  3. Choose Keep longer (with a new date and reason), Archive, or Destroy.
  4. Destroy needs a second person to approve; once done, the files of every version are removed and a certificate of destruction is kept with the record's title, number, dates and trail.
  5. Use the Recycle bin tab to restore something deleted by mistake, and Export activity for an audit trail.

Tips

  • Anything on legal hold cannot be destroyed until the hold is released.

Related guides

Need a hand?

WhatsApp +91 97111 87655 or email siba@bebaak.co with your organisation name and a screenshot.

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