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Approvals

When a policy requires approval, the documents it would delete are collected into an approval batch for the policy’s approver groups to sign off.
  • A policy can have only one open batch at a time.
  • The policy’s approver groups decide who can approve or reject the batch.
  • Approvers can sign off the whole batch, or exclude individual documents from it without affecting the rest — useful when you want to keep one specific document.
  • If a batch is rejected, its documents go back to Tagged and a fresh batch forms on the next cycle if they still match.
  • A batch with nothing left to approve — because every document in it was since excluded or placed on hold — is auto-rejected on the next cycle.

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Escape valves

There are three ways to stop a document from being deleted. Each maps to a different need, so make sure your admins know which to use.
Escape valveScopeEffect
RescueThis policyPulls a tagged or pending-approval document out of the policy’s retention flow before it’s deleted. The document won’t be tagged again by the same policy. Other policies are unaffected. A rescue requires a reason, for the audit trail
ExcludeThis policyExempts a document from the policy. Can be time-bounded (auto-expires) or permanent, and can be removed later to let the policy track the document again
Legal holdAll policiesBlocks deletion across every policy — current and future — until the hold is released or expires. Carries a reference (such as a case number) and a reason
A legal hold takes effect immediately and is checked at the moment of deletion, so a document placed on hold is never deleted by a cycle that’s already running. For blanket, cross-policy protection — a litigation hold, say — use a legal hold rather than rescuing or excluding under each policy individually.
Legal holds list with the Place Legal Hold dialog open, showing the document ID, hold reference, and reason fields

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Quarantine

A document is quarantined when processing can’t complete an operation on it — for example, storage is briefly unavailable, the document changed mid-process, or a legal hold landed between tagging and deletion. From the Quarantine view:
  • Retry lets the next cycle pick the document up again, once the underlying issue is resolved.
  • Resolve marks the entry as manually handled and records the decision, leaving the document’s state untouched.
Resolved quarantine entries are cleaned up automatically after a retention period (90 days by default).

Scheduling & access

When processing runs, and how to grant retention access to user groups.