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We are excited to announce the launch of updated product names, logos, and headers within our user interfaces as part of the CivicPlus® Solution Rebranding initiative. These changes mark the first step toward creating a cohesive and seamless user experience across all solutions in our portfolio. As part of this transition, users may notice minor design updates. While the functionality you rely on remains unchanged, we are in the process of updating screenshots and other resources on our Help Centers to reflect the new branding. We appreciate your patience and understanding as we work to complete these updates.

Set Retention Rules in Your Archive

  • Updated:

ArchiveSocial supports the disposal of social media records from your archive. There are two options for setting retention rules detailed below. Before creating a retention rule in your archive, please familiarize yourself with the considerations on records disposition.

 

Note: Retention rules are also applied to any accounts marked as historical within the archive.
  • Default Retention Rule: This will set a rule that applies to all records within the organization.
  • Scoped Retention Rule: This is a set of rules that can be set to specific accounts, account owners, or tags. All scoped rules configured take precedence over the default retention rule unless the default requires a minimum retention period. If multiple rules apply to a given record, that record will be retained based on the rule with the longest retention time.

 

Who can use this feature?
System Administrators

 

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Set Up Default Retention Rules

  1. Sign in to your site
  2. Navigate to the Configure tab
    Configure Tab.
  3. Select Retention Rules from the left side menu
    Retention Rules.
  4. Select Add Default Retention Rule
    Add default Retention Rules.
  5. Select the desired Time Period
    Time Period.
  6. Select desired Compliance Options
    Compliance Options.
    • Require minimum retention period: This sets the default rule as the minimum time for a retention rule, overriding potentially shorter time periods that may be specified in scoped retention rules. 
    • Make the rule permanent: This sets the rule as a mandatory minimum record-keeping period. 
  7. Click the Save button 
    Save button.

 

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Set Up Scoped Retention Rules

  1. Sign in to your site
  2. Navigate to the Configure tab
    Configure Tab.
  3. Select Retention Rules from the left side menu
    Retention Rules.
  4. Select Add Retention Rule
    Add Retention Rule.
  5. Add a Name for the Retention Rule
    Name Retention Rule.
  6. Add a Description of what the parameters of the rule are
    Add retention Rule description.
  7. Define your Scope using the drop-downs
    Accounts owned by
    • Specific Accounts
      Specific account scope.
    • Accounts Owners
      Account Owner retention rule.
    • Records Tags
      Enter or select tag option.
    • Add More: Select to add more than one scope record. 
  8. Select the Time Period
    Retention time period setting.
  9. Click the Save button
    Click Save rention Rule scope.
Note: Once configured, system admins will see notifications on the Dashboard letting them know if they have any records that are past their retention periods. At that point, the admin can view and permanently dispose of the records. System admins will receive an email notification once records are disposed of from the archive.

 

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