File retention data is recorded for information and allows records with expired file retention dates to be identified, and a decision made by workers, who have been assigned to the relevant role, whether these records should be deleted.
Worker roles
From the Tools menu, click Configuration Tools.
Click Permissions to display the Worker role type permissions table.
Search for the role you wish to modify and click the Edit icon.
Click on the System functions tab to display the system functions applicable to your site.
Search for and enable FILERETENTION to give workers assigned to the role full administrator rights to view, delete and amend file retention details, alternatively, search for and enable FILERETENTIONMIN to give workers assigned to the role limited access to file retention details. Workers assigned to this role will not be able to shorten the retention period or delete a file retention record.
📌 Note: If Case Status is also being used, you must also assign CASECLOSURE (View Case Closure Status) to the worker roles.
Design the case closure step
Ensure that the case closure step complies with the standard practice advice.
Populating retention data on existing records
Depending on the volume of existing closed cases, this could be a large task. A decision will be needed on how to populate retention data. This could be:
Through the case closure step only.
Through the person's File Retention screen only.
Through a mixture of both methods.
Which Records Require a Retention Record to be Attached?
Your local data retention policies should detail the process for recording retention dates.
It is important to remember that all person records in Mosaic will contain some personal data, even those created just to show relationships, so this data should also be treated appropriately. Access recommends that you have a process that covers retention and deletion for person records related to a person, as well as their own record.
Retention criteria and periods can be locally configured, so these can be designed to match the local requirements.
Adding file retention details
To specify file retention details for a person, select the File retention option from the File management side menu on the person's summary page.
Select the File retention criteria from the drop-down list. This list is configured specifically for your site.
The File retention rule will be displayed.
The Retention start date and Retain until date may both be populated, for example when the rule applies to the person's date of birth, or you may be required to enter the
Enter Notes to support the file retention record if required. If you are editing an existing file retention record, the Notes field is mandatory.
Click Save to apply the file retention rule or Cancel to close without making a change.
📌 Note: Records with expired file retention dates that can be scheduled for deletion are found using the bulk delete tool that is available from Tools, Configuration tools, Bulk delete. The bulk delete tool is available from Mosaic 22.2.