With version 13 of GLOBODOX, we introduce the long-awaited Document Retention and Archival module. These comprise of the following features for both Documents and Stacks…

• Archive DB
  
• Archival Date
  
• Expiry Date
  
• Recycle Bin
  

Archive DB

You can now create an Archive DB for every GLOBODOX DB (referred to henceforth as the Source DB). Any documents or stacks marked as Archived in the Source DB are moved to the Archive DB every few hours.

When an Archive DB is created it is blank. Once the ITAZ GLOBODOX ARCHIVAL SERVICE processes this DB for the first time, then Folders, Tags, Document Types and Stack Types get automatically created as required.

A Document Type and Stack Type is only created in the Archive DB when the first document or stack of that type is moved to the Archive DB. 

For example, the source DB may have Agreements and Invoices as the two defined Document Types. But if only documents of the type Agreement have been marked as Archived then only the Agreement document type will be created in the Archive DB.

You can create multiple Archive DBs. This may be required if over the years your Archive DB becomes very large or if you prefer to have different Archive DBs for each year.

The Source DB is always linked to the newest Archive DB that was created.

The Archival Date, Expiry Date and Recycle Bin features work even if you choose not to create or use an Archive DB. In this case documents or stacks marked as Archived continue to reside in the Source DB but the permissions on them change.

1. How to create a Archive DB?
   

To create an Archive DB…

• Start GLOBODOX.
  
• Click on Settings>> DB List.
  
• Select the DB and click ‘Create Archive DB’ on the Ribbon bar.
  

Note: Only users with ‘Manage Archived’ privilege can create an Archive DB.

2. How do I archive documents in the same DB?
   

To archive documents in the same DB (and not create a separate Archive DB)…

• Start GLOBODOX.
  
• Click on Settings>>DB List.
  
• Double click the DB in the list view.
  
• Select the option “Mark it as archive but do not move it’
  
• You can also specify the permissions which must apply to the archived documents by choosing a  Security Label.
  
• Click ‘Save and Close’.
  

Note: Only users with the ‘Manage Archived’ privilege can set this option.

3. Which users are allowed to access archived documents  and what actions are they allowed to perform on those documents?
   

When you create an Archive DB, you can choose a security label which will be automatically applied to any document or stack marked as Archived. Users listed in that security label will have access to the archived documents and the actions they can perform will also be those listed in the security label.

4. How do I change the security applied to the documents being Archived?
   

Security is applied to archived documents and stacks via a security label. You can either select another security label or edit the settings of the currently selected security label.

To change the Security Label…

• Start GLOBODOX.
  
• Click on Settings>>DB List.
  
• Double click the DB in the list view.
  
• Set the Security Label as required.
  
• Click ‘Save and Close’.
  

To change the settings of the currently selected security label…

• 
  Start GLOBODOX.
• Click on Settings>>Security Label.
  
• Double click the Security Label in the list view.
  
• Set the permission changes as required.
  
• Click ‘Save and Close’.
  

5. How to create a new Archive DB when the current Archive DB becomes very large?
   

To create a new Archive DB…

• Start GLOBODOX.
  
• Click on Settings>> DB List.
  
• Select the DB and click ‘Create Archive DB’ on the Ribbon bar.
  

Note: All Documents and  Stacks will now be archived to the new Archive DB. The old Archive DB will still be accessible though it will not be used anymore for archiving additional documents or stacks.

6. How to disable Archiving?
   

• Start GLOBODOX.
  
• Click on Settings>>DB List.
  
• Double click the DB in the list view.
  
• Select the option “Do not mark it as Archived’.
  
• Click ‘Save and Close’.
  

Archival Date

A field called Archival Date gets added to a Document Type when the Archive Documents of this Type option is checked*. If you want a document to be archived, simply use this field to enter the date on which you want the archival to happen. On the specified date, the document will be marked as Archived. 

No changes can be made to Archived Documents. Also, if a Source DB is linked to a Archive DB then Archived Documents will be moved to the Archive DB within a few hours of being marked as Archived.

*For Stacks the option is called Archive Stacks of this Type and everything else works the same. 

1. How to set an archive date for a document or Stack Type?
   

To set an Archive date…

• Start GLOBODOX.
  
• In the navigation pane, select the Document Type/Stack Type (in which the Archival Date field has been created)
  
• Set the date value for the Archive Date field.
  

Note: You can also multi-select multiple documents in a Document Type or multiple stacks in a Stack Type and set the date value for this field. You can also Right-click and choose the option Set Expiry date to set the value.

2. How to archive Documents not part of a Document Type?
   

This is currently not possible.

3. How to unarchive a document or a Stack Type?
   

You cannot unarchive a Document or Stack, once it is marked as Archived.

4. How to delete data and documents in an Archive DB?
   

You can manually delete Documents and Stacks in the Archive DB. Once a document/Stack is archived, a security label is applied. Now only users with the Delete privilege in the Security Label can delete data and documents in the Archive DB. You can also use the Expiry Date feature.

ITAZ GLOBODOX Archival Service

This Windows service handles the moving of documents and stacks from the Source DB to the Archive DB. Only documents and stacks marked as Archived are moved to the Archive DB. 

• The service runs every few hours and performs the following actions…
  
• It checks every Source DB to see if the Source DB has a linked Archive DB. 
  
• Once it finds a Source DB with a linked Archive DB…
  

• It checks if the Archive DB has all the Folders and Tags which are present in the Source DB. 
  
• It adds Folders and Tags to the Archive DB accordingly
  
• It compares fields in the Document Types and Stack Types defined in the Archive DB with those defined in the Source DB. If required, it adds fields to Document and Stack Types defined in the Archive DB to make sure they are identical to the ones in the Source DB.
  
• If a Document or Stack Type in the Source DB had a field which was later deleted, then in the Archive DB that field will not be deleted but suitably renamed.
  

Expiry Date

The Expiry Date feature lets you set a expiry date for a document or a stack. You can choose to have the document automatically deleted (or moved to the Recycle Bin) on the Expiry Date. Alternatively you can search for documents which are past the Expiry Date and then manually delete them.

1. How to enable the Expiry Date feature in GLOBODOX?
   

To enable the Expiry Date feature, you must be logged in as Superadmin or a user with a Superadmin role.

To enable this feature…

• Start GLOBODOX.
  
• Click on the GLOBODOX button (the round button on the top left) >> Options
  
• Click on DB Options. Scroll to the Expiry Date section.
  
• Check ‘Enable Expiry Date’
  

2. How to set an expiry date on Documents or Stacks?
   

To set an Expiry date

• Select the document/Stack in the list.
  
• Click More button on the Ribbon bar >>Set Expiry Date.
  
• The Expiry Date dialog will be launched.
  
• Set a Date for the document/Stack.
  

3. How to remove an expiry date on Documents and Stacks?
   

To set an Expiry date

• Select the document/Stack in the list.
  
• Click More button on the Ribbon bar >> Set Expiry Date. 
  
• The Expiry Date dialog will be launched.
  
• Check ‘Remove Expiry Date’
  

4. How to prevent users from using this feature?
   
   Users with the privilege ‘Set or Remove Expiry date on documents or Stacks’ can only use this feature. This privilege is available in the ‘Other privileges’ tab in the Role.

Recycle Bin

You can now configure GLOBODOX such that any documents or stacks you delete are moved to the Recycle Bin. Documents or stacks stay in the Recycle Bin for a period of time (which you can specify) before they are automatically delete. 

While documents or stacks are in the Recycle Bin, they can be restored (i.e. Undeleted) or they can be deleted permanently.

When a Stack is deleted, it is moved to the Recycle Bin along with all the documents in that Stack. When you undelete this stack the documents which were part of the stack are undeleted as well. 

1. How to enable Recycle Bin feature in GLOBODOX?
   

To enable the Recycle Bin feature, you must be logged in as Superadmin or a user with a Superadmin role.

To enable this feature…

• Start GLOBODOX.
  
• Click on the GLOBODOX button (the round button on the top left) >> Options
  
• Click on DB Options. Scroll to the Recycle Bin section.
  
• Check ‘Enable Recycle Bin’
  

2. How to change the deletion interval of the data and documents in the Recycle Bin?
   
   To change the interval…

• Start GLOBODOX
  
• Click on the GLOBODOX button (the round button on the top left) >> Options
  
• Click on DB Options. Scroll to the Recycle Bin section.
  
• Change the value for After section.
  

3. How to undelete items in the Recycle Bin?
   
   To undelete items once recycled..

• Start GLOBODOX.
  
• Expand the Recycle Bin node in the Navigation pane.
  
• Select Document Type/Stack Type node
  
• Select the item in the list and click Undelete.
  

4. How do I Empty the Recycle Bin?
   

To empty items in the Recycle Bin...

• Start GLOBODOX.
  
• Expand the Recycle Bin node in the Navigation pane.
  
• Click ‘Empty Recycle Bin’.
  

Note: All items present in the Recycle Bin will be deleted.

5. How do I permanently delete items in the Recycle Bin?
   

To delete items once recycled..

• Start GLOBODOX.
  
• Expand the Recycle Bin node in the Navigation pane.
  
• Select Document Type/Stack Type node
  
• Right-click the item in the list and click Delete.