Dear Mathias,Many thanx for your reply.My question in respect of RM was once an invoice (document) has been paid it then becomes a record of a business transaction.In South Africa accounting records such as invoices, statements, etc. have a statutory retention period of 7 years. Our laws do not specify what should happen to the record after 7 years but common practice once again in terms of statute is that we destroy (physical & digital) as one cannot keep everything forever.Thus, in order to accommodate retention (of 7 years) and disposition (deletion of the image only) we require a mechanism to advise when the record has reached the end of its retention period and may be deleted.I have searched quite a bit thru documentation and websites but am unable to identify any such functionality. IFS only addresses Document Management and at best one is not able to ascertain the level of maturity of the functionality just from IFS documentation.Thus, my query at a high level as there is a
Dear Mathias,Many thanx for your reply and I think you have answered my query.My question is that once a document such as an invoice has been processed it becomes a record. In terms of IFS Document Management (I assume this a separate module not just functionality?) all I would like to ascertain is that as a record in South Africa it then falls under a statutory retention period of 7 years. Thus, after 7 years we would like to delete the image but retain the metadata that the record was in existence and that according to our retention rules the image was deleted in accordance with business requirements.However, if we have a query, we need to prove that the record existed and that the image was disposed of as part of our business practices.This has become an imperative with the advent of our Protection of Personal Information since July 2022 which forces us to delete personal information after it has served the purpose that it was collected for i.e. a personnel file after resignation.
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