File retention criteria determine when a person's records become eligible for retention review. You can configure these criteria in Mosaic.
Add or amend a file retention criterion
To add or amend a file retention criterion, follow these simple steps:
From the Tools menu, click Configuration Tools, then click Reference Data.
Click File retention criteria.
To add a new criterion, click Add file retention criteria. To amend an existing criterion, click the pencil icon next to it.
Enter a Description. This is a mandatory field between 1 and 240 characters, and must contain at least one letter. This description is what workers see in the File retention criteria dropdown on a person's File retention screen.
Enter the Number of years to be retained. This is a mandatory whole number between 1 and 100.
đ Note: We're aware that some retention periods may need to be set above 100 years, and we're looking to make this change in a future version of Mosaic.
Enter a Start date. This is mandatory, and sets when the criterion becomes available for selection. You can also enter an End date if relevant, which must not be before the Start date. This would usually be left blank, and only added if a retention criterion becomes obsolete.
Select a Context flag of Child, Adult, or Both. This restricts which person contexts the criterion applies to.
Select an option under Retention period starts from. This is explained further below:
Case closure date.
Person's Date of Birth.
Other date.
Exceptional date.
Click the save icon to save the criterion, or the close icon to close without making changes.
Retention period starts from options
The option you select under Retention period starts from determines what a worker sees and can enter on a person's File retention screen.
Case closure date and Other date - the worker enters the Retention start date. The Retain until date is then calculated automatically using the Number of years to be retained you set.
Person's Date of Birth - the Retention start date is set automatically to the person's date of birth and can't be edited by the worker. The Retain until date is then calculated automatically. If the person doesn't have a date of birth recorded, the worker sees a warning and can't proceed.
Exceptional date - the worker enters both the Retention start date and the Retain until date manually. They must also add a note explaining why a rule with no fixed period is being used.
For steps on assigning file retention permissions to worker roles, and how a worker adds file retention details to a person's record, see Configure and specify file retention details.