Perceptive Retention Policy Manager

Document retention in Perceptive Content is one of those things that you probably said “I’ll deal with later” during your initial implementation. Now it’s five years later, and your servers are overflowing with documents. Let RPI show you how to use Retention Policy Manager to make retention simple. Learn how to set up document phases to automate document deletion, move them to alternative (cheaper) storage, and migrate OSMs!

Transcript

John Marney:
My name is John Marney and I’m the Manager of Solution Delivery here for the Imaging practice here at RPI Consultants. This is Alex Lindsey, he is our Senior Solution Architect, and we’re going to be talking about a maybe little-known but often-considered module for Perceptive Content called Retention Policy Manager.

Couple record keeping or administrative items real quick. In your GoToWebinar, there’s a bar that runs down the middle that splits the video from the presentation. If you mouse over that you can drag that either way, so if really want to see more video and our beautiful faces you’re welcome to, but the presentation is really what you’re after.

Another item, the slides, or the slide deck, will be available and sent to you after this presentation, so don’t feel like you have to screenshot everything you see. As well, a high quality recording of this will be available on our YouTube here within the next week or two. We have a bunch of webinars coming up so the editing will take a little bit of time. Finally, you’re free to use the questions window in the GoToWebinar to ask questions. We have a moderator standing by to ask them during the presentation or after.

Let’s get this kicked off. A little bit about RPI first. We have been working Perceptive and Kofax products for around 16 years. There are roughly 15 members in this practice, in this team. However, the remainder of RPI Consultants focuses on Infor Lawson Consulting. That’s around 60 people. Our headquarters are currently in Baltimore, we have an office in Tampa, and of course the imaging team, that’s us, are based here in Kansas City.

What do we do? For Perceptive Content we do a lot of eForm and iScript development. That’s both for enhancing existing implementations or adding new implementations. That also includes whole workflow designs or redesigns, brand new processes that you want to implement. We do a lot of upgrades and health checks, as I’m sure many of you are familiar with right now as 6.7 going end of life very soon. Upgrades are becoming a very hot commodity.

We also do a lot with Kofax and Intelligent Capture and any other OCR platforms that will work with these products. We do a lot of migration system to system or from legacy systems. We also support clinical and HL7 implementations.

One quick plug, come see us at our booth at Inspire. It’s in Nashville this year, and we are platinum sponsors. We’d love to see you if you’re there. You can also schedule some time to meet with us to discuss whatever’s on your mind, anything about your system or not at all. To do so, go to rpic.com/inspire.

Okay. Launching into Retention Policy Manager, or RPM. What is Retention Policy Manager? Well, it is a software add-on to Perceptive Content. It’s one of those things that many people own but don’t always know how to configure or use, and it’s often asked about. Many people will go through their initial implementation, especially a big accounts payable implementation, and they know they need to consider retention, but it’s not really on the front of their mind. Three, four, five years down the road, we’re starting to see our usage of disk space start to balloon and we’re thinking, “How do I get rid of some of these things?”

It is for … Retention Policy Manager is exactly for that purpose. It’s for the systematic removal or transfer of documents. There are various removal methods or transfer methods that you don’t have to delete documents. You can choose through half the life cycle to move them to cheaper storage. It is separately licensed. It has its own agent. It’s typically installed on the primary content server, so wherever the Perceptive Content server is installed. It does show up in the management console, and that’s where the configuration is performed. It allows you to set up different life cycle phases for your documents.

Alex Lindsey:
There’s a lot of benefits to using Retention Policy Manager. The automated removal of the documents so you don’t have to go through and go through an elongated audit process that takes up a lot of your time and a lot of things that you have to do. The Retention Policy Manager also has oversight with approval, so you can, when documents are flagged to be removed from the system, you can set up an approval process to do that.

It’s primarily driven by the document type itself, so in accordance with your good corporate policy that you hopefully have set up. If not, then that’s something we can potentially work with you on. Basically, by document type is how we’re going to remove the documents from your system. It’s also easy to set up, and it kind of gets you into a legal compliance area where you can feel safe that these documents are being removed in accordance with your system requirements as well as your legal requirements to get the documents out of there.

A good example of this is your I9s. Employees’ I9s. A lot of corporate policies have, I9s can be removed from your system or can be deleted or shredded or whatever after three years after a termination date, so we set up a lot of those with human resources solutions where we’ll set up a policy to remove documents based on that criteria.

John Marney:
There’s just a few requirements for RPM, or Retention Policy Manager. It is licensed, so if you don’t own it, you’ll need it, and I believe there’s two licenses. There’s one for the agent, and then the designer is a seat license. Typically, you only need one.

Of course, the software you’ll need is Perceptive Content. It does work on older versions, so I believe that this was rolled out in 6.6. If any of you are on 6.6, we need to have a separate conversation. It will virtually work the same through all versions that it’s installed on.

Yeah, so we’re going to go ahead and what we’re going to do is walk through a simple retention policy setup, and I think Alex is going to get us started with that.

Alex Lindsey:
Yep. You’ll navigate to your management console if you’re an administrator, and you’ll notice here that we have the actual retention, so if you’re not sure if you own it or not, this is a really good place to check to see if you have a nice little blue shield there that you can kind of click on. It kind of gives you some options here for holds, physical locations, sets, things like that, that you kind of define in some of the more advanced policies.

What we’re going to do today is set up a simple policy to remove invoices from your system. You would basically click the policies here, and you would click new, and when you click new it’s going to prompt you to basically come over here and fill out this lovely box to describe what you’re going to be basically removing, what the policy is for.

John Marney:
Right, and you want to make sure that it’s easy to identify what you’re creating a policy for, of course. We called this Invoices, but maybe you want to call this Invoices Deleted Seven Years, or something like that. Once you’ve named it and filled out a description, you want to click okay, and it will open up what’s called the Retention Policy Designer.

Alex Lindsey:
Yep, so this Retention Policy Designer, it’ll pop up and you’ll kind of see it and you’ll kind of notice here in this box, this is kind of similar to setting up a document view, so the first thing you’ll want to kind of go over is the event. The event, similar to document view, is where you can choose some criteria to basically filter the documents that you’re actually going to be classifying and putting under that policy.

John Marney:
You want to be sure not to use too many filters.

Alex Lindsey:
Yep, and that’s a good point because the Retention Policy Manager, a lot of this runs on the back end of the system within Perceptive Content. What you don’t know is there’s a hidden workflow out there that all of this runs on, and the more criteria you add to it, the more defined it gets, the slower that process can run. Ultimately, it’s driven by document type, but you can add some classification here, but we would just caution to not use too many criteria, just so we don’t impact any kind of performance or things like that.

John Marney:
You want to be sure that you’re not being too specific and accidentally missing some documents that actually you want to hit. Sounds like before we continue we’ve got a relevant question, so let’s go ahead and do that.

Speaker 3:
Yeah, so the question we have is around whether or not you can filter by custom property.

John Marney:
Alex, do you know for sure?

Alex Lindsey:
Filter here? Yes, we should be able to filter by custom property. Again, we don’t want to get crazy with it. Again, we probably want to have a conversation about what specifically that custom property is, but we should be able to do it here.

John Marney:
What I’ll mention is, this question may stem from the idea that we want to use custom properties to identify the time period for these documents. We’re going to show you in a later slide, the next one, I believe, that actually we can use custom properties to define the time period. This is just the search for basically filtering the total number, or the criteria for what documents we want to select.

We can certainly … We’ve got this on our demonstration system, so we can certainly double check that we can use custom properties here. I don’t know why you wouldn’t be able to, and we can get back to you. Gre