Records Retention Enforcement Agent
Applies retention schedules across document repositories, flagging records for legal hold, archival, or defensible deletion according to policy.
Organizations accumulate enormous volumes of documents across shared drives, email systems, and content management platforms, and very few of them are managed against a formal retention schedule once created
Records that should be deleted after a defined period linger indefinitely, creating unnecessary legal discovery exposure and storage cost, while records that must be preserved for regulatory reasons sometimes get deleted accidentally during routine cleanup
Legal holds add another layer of complexity, since any document relevant to active litigation or investigation must be excepted from normal retention rules regardless of its age, and manually cross-referencing every file against active holds is impractical at scale
Retention requirements also vary by document type, business unit, and jurisdiction, making a single blanket policy unworkable for global organizations
The agent scans connected document repositories and classifies each record by type and jurisdiction to determine which retention schedule applies, then calculates the applicable retention or disposition date based on document age and policy rules. It cross-references every record against the active legal hold list before taking any disposition action, automatically excepting held documents regardless of their calculated retention date. Records that reach end of retention and carry no active hold are queued for archival or defensible deletion with a full disposition log, while records approaching their retention boundary are flagged to record owners for review.
Repository Scan and Classification
- Scan connected repositories, including shared drives, email archives, and content platforms
- Classify each document by record type, business unit, and jurisdiction
- Match each classification to the corresponding entry in the retention schedule
- Calculate the applicable retention period and disposition date
Legal Hold Cross-Reference
- Pull the current list of active legal holds and their scope definitions
- Cross-reference every record approaching disposition against active holds
- Automatically except any record matching a hold from disposition processing
- Log the basis for each exception for audit purposes
Disposition Review Queue
- Flag records approaching their retention boundary to the designated record owner
- Provide owners a defined window to object or request an extension
- Escalate unresolved objections to the records management or legal team
- Finalize the disposition list once the review window closes
Disposition Execution and Logging
- Execute archival or defensible deletion per the confirmed disposition list
- Generate a certificate of destruction or archival for each disposed record
- Update the retention schedule tracking system with final disposition status
- Compile a disposition audit report for compliance and legal review