A retention policy determines the length of time a record must be stored. Generally, organizations will apply retention policies to all records sharing certain characteristics. These characteristics can include but are not limited to, record type, region, and owner.

The following sections describe how to create Retention Policies for your agreement records and how to configure record purges based on your business needs:

Retention Policies

The Retention Policy object contains the policy details. The policy specifications are contained in an XML format and maintained using a Visualforce page. The policy header information is maintained using a standard Salesforce page. For details on the Retention Policy XML schema, refer Retention Policy Schema.

Retention Date

The retention date calculation is done periodically using a batch apex class. The batch apex sequences through all the active retention policies, select applicable business objects using the filters, compute the retention date and update the object.

Record Retention Authorized Users

You can use the RecordRetentionUsers public group to identify the users who are recipients of the purge notification report and authorized to selectively purge records.

Purge Notification

You can schedule a report to run periodically to identify records eligible for purging. The retention date field in the agreement provides the selection criteria. A sample report is provided which can use be used as the basis for creating the report.

Purge Agreements

The Purge Agreements Visualforce page allows the authorized user to search records eligible to be purged based on the retention date combined with other filter criteria. It also provides a scrollable record set to view.