This guide will go through using the file retention process with Osprey’s GDPR functionality<\/h2>\n\n\n\n
In line with GDPR regulations, Osprey Approach now offers you the ability to set retention dates on your matter history items, as well as setting up a retention period for any of your documents added or edited in the Supervisor area. <\/p>\n\n\n\n
You can add retention periods by selecting \u2018Supervisor\u2019 and then going to \u2018Case Management Setup\u2019 and selecting \u2018GDPR\u2019. Now click on \u2018Retention Policies\u2019 to add a retention period to be used against a particular item or document.<\/p>\n\n\n\n
To apply a retention period to a new document. Navigate to the \u2018Supervisor\u2019 tab and select \u2018Case Management Setup\u2019. Then click on \u2018Standard Documents\u2019 and select \u2018Add Standard Document\u2019.<\/p>\n\n\n
\n<\/figure>\n<\/div>\n\n\n
<\/p>\n\n\n\n
On the \u2018Add Document\u2019 screen, there will now be an option to select a retention period amongst the usual options, as highlighted below.<\/p>\n\n\n
\n<\/figure>\n<\/div>\n\n\n
<\/p>\n\n\n\n
Select a suitable retention period (we will select \u20181 month\u2019) and then click \u2018Save\u2019.<\/p>\n\n\n\n
Now, when you navigate to the \u2018Document Production\u2019 area under the \u2018Case Management\u2019 tab, you will see that the retention period is displayed. <\/p>\n\n\n
\n<\/figure>\n<\/div>\n\n\n
<\/p>\n\n\n\n
When this document is opened and saved in the \u2018Document Production\u2019 area, you will now see the default retention period displayed in the \u2018Save\u2019 window.<\/p>\n\n\n
\n<\/figure>\n<\/div>\n\n\n
<\/p>\n\n\n\n
Now, when you save the document, the retention period will also display in the Matter History.<\/p>\n\n\n\n
To apply a retention period to an existing\ndocument, navigate back to the \u2018Supervisor\u2019 area, select \u2018Case Management\nSetup\u2019 and then click on \u2018Standard Documents\u2019.<\/p>\n\n\n\n
Your list of previously created documents will now\nappear.<\/p>\n\n\n\n
Simply right-click on a document and select \u2018Edit\u2019.<\/p>\n\n\n
\n<\/figure>\n<\/div>\n\n\n
<\/p>\n\n\n\n
You will now be able to enter the retention period in the available box.<\/p>\n\n\n\n
Select \u2018Save\u2019 and the selected retention period will now be visible in the \u2018Retention Period\u2019 column, as shown below.<\/p>\n\n\n
\n<\/figure>\n<\/div>\n\n\n
<\/p>\n\n\n\n
You are also able to set a retention period on an item already present in your Osprey Matter History.<\/p>\n\n\n\n
To do this,\nnavigate to the \u2018Case Management\u2019 tab in the side menu. <\/p>\n\n\n\n
Now\nright-click the mouse on any item in the Matter History to bring up the item\nmenu.<\/p>\n\n\n\n
There will be an option to add a Retention Policy. Select this and then choose a policy to apply to the item. Once chosen, this will then appear in the \u2018Retention\u2019 column in the Matter History.<\/p>\n\n\n
\n<\/figure>\n<\/div>\n\n\n
<\/p>\n\n\n\n
Supervisor level users will be able to add new retention policies for selection.<\/p>\n\n\n\n
Navigate to the \u2018Supervisor\u2019 area and select \u2018Case Management Setup\u2019. There will be an option for \u2018GDPR\u2019 here, click on it and select \u2018Retention Policies\u2019.<\/p>\n\n\n
\n<\/figure>\n<\/div>\n\n\n
<\/p>\n\n\n\n
A list of previously set retention policies will now be displayed. You can add new ones by selecting the \u2018New\u2019 button at the top of the list.<\/p>\n\n\n
\n<\/figure>\n<\/div>\n\n\n
<\/p>\n\n\n\n
Enter a suitable description and detail as shown here, for example, \u20186 months\u2019 and then enter the number of days which would make up this period.<\/p>\n\n\n\n
For example:<\/p>\n\n\n\n
1 month = 30<\/p>\n\n\n\n
6 months = 180<\/p>\n\n\n\n
1 year = 365<\/p>\n\n\n
\n<\/figure>\n<\/div>\n\n\n
<\/p>\n\n\n\n
Now select \u2018Save\u2019 to add your new retention period to the list and make it available for selection when setting retention on your documents or Matter History items.<\/p>\n\n\n
\n<\/figure>\n<\/div>\n\n\n
<\/p>\n\n\n\n
You may also remove any policies by selecting the \u2018Delete\u2019 icon and then confirming deletion. Please note that you cannot delete any policies which are in use.<\/p>\n\n\n\n
Once an item has been set up with a review period, it will be added to the Disposition area. Navigate to the \u2018Supervisor\u2019 area and select \u2018Case Management Setup\u2019 and then click on \u2018GDPR\u2019. You can now select \u2018Disposition\u2019 to bring up the relevant items.<\/p>\n\n\n
\n<\/figure>\n<\/div>\n\n\n
<\/p>\n\n\n\n
Each item will give several further options over to the right-hand side.<\/p>\n\n\n\n
Extend: <\/strong>Selecting the \u2018Extend\u2019 icon will allow you to choose\nanother retention policy by selecting one from the available drop-down list.<\/p>\n\n\n\n
Dispose: <\/strong>After selecting \u2018Dispose\u2019 you will be prompted as to\nwhether you wish to mark the item as disposed or cancel. If you have chosen to\ndispose, the item will now be marked red.<\/p>\n\n\n\n
Undo: <\/strong>If\nyou wish to undo a disposition, select this icon.<\/p>\n","protected":false},"excerpt":{"rendered":"
In line with GDPR regulations, Osprey Approach now offers you the ability to set retention dates on your matter history items, as well as setting up a retention period for any of your documents added or edited in the Supervisor area. <\/p>\n","protected":false},"author":5728,"featured_media":0,"template":"","categories":[185,236],"tags":[],"class_list":["post-63205","pracctice_guide","type-pracctice_guide","status-publish","hentry","category-using-compliance","category-supervisor-case-management-setup-browser"],"acf":{"display_as_dashboard_announcement":false,"announcement_title":"","announcement_type":"New feature","announcement_link_text":"Learn more","announcement_image":null},"yoast_head":"\n
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