Managing Document Retention

In this article learn HOW TO:

  • Recommended Guidelines
  • Set up Purge by Customer, Account and Document Type
  • Purge at the individual Level to include Customer, Account, Collateral and Document level
  • Block Purge; Explicit and Implicit
  • Evaluation, Execution and Report

Must be an Admin to set up Purge

Recommended Guidelines

The following are suggested guidelines for setting up and running purge:

  • Start with simply setting rules based on specific Customer and Account Types using the date based purge options.
    • The blocking of documents within Tab and Group Maintenance and/or Required Document should only be used when necessary, as there rules my prevent the deletion of a customer, account and/or collateral. See below section on 'Implicit Blocking'.
  • Always Run the evaluation to update the purge status and review the report carefully prior to running the Execution
  • The Execution of purge should be done in the evening after business hours to ensure users are not in AccuAccount making changes while the purge process is being executed

Setup by Customer Type

A red Circle with a white X Icon will display when a Customer, Account or Document is set to be Purged.

Purge rules can be set up for every Customer Type you wish to purge. Must be an admin to set up purge.

  1. Select Admin in AccuAccount
  2. Under Customer Maintenance Select Customer Type Maintenance
  3. Select the Edit icon next to each Customer Type
  4. Select the drop down menu for Purge Control and select one of the following:
    • No Control (Default Status)
      • No Control means users will not have the option to purge a customer manually or otherwise. It does not mean that credit document won't be purged do to cascade effects, such as a credit document that may be flagged to be purged through Required Document Maintenance
    • Manual Control
      • Allows user of proper security settings to manually set the Purge Status and lock the filed if necessary.
  5. Select Update

Setup by Account Type

A red Circle with a white X Icon will display when a Customer, Account or Document is set to be Purged.

Purge will need to be set up for every Account type you wish to purge, to include Loan, Deposits and Trust. Must be an Admin to set up Purge.

Purge has the ability to set up purge rules on any of the Loan, Deposits and Trust Types. Purge rules are helpful and allow you to determine when or if an account type is set up with purging capabilities and whether it's a manual or date based purge.

  1. Select Admin in AccuAccount
  2. Under Account Maintenance Select Account Type Maintenance
  3. Select the Account type tab to be maintenance - Loan, Deposit or Trust
  4. Select the Edit Icon. This will need to be done next to each Loan Type, Deposit Type or Trust Type
  5. Select the Purge Maintenance Tab
  6. Using the drop down select one of the following
    • No Control (Default Status)
      • No Control means users will not have the option to purge manually or otherwise. It does not mean that an account or an accounts documents won't be purged do to cascade effects, such a customer being flagged to be purged or it's documents flagged to be purged through Required Document Maintenance.
    • Manual Purge
      • ​Allows user of proper security settings to manually set the Purge Status and lock the field if necessary.
    • Date Control - If you choose Date control SKIP step 7 and proceed to step 8
      • ​Allows the purge evaluation to process the Purge Status of the given record. Also proper users can manually set and lock the purge status to prevent the evaluation process from updating the status.
  7. Select Update - Unless Date Control is selected
  8. Processing field: use the drop down to select one of the following
    • Account Origination Date  (Will show for Loan, Deposit or Trust)
    • Account Close Date (Loan only)
    • ​Application Date (Loan only if you have AccuApproval)
    • Date Flex Field (If you have Flex Fields set up)
      • ​Allows you to set purge rules based off of a flex field with a data type of "Date/Time". (Will only display if the Processing Filed is set to 'Date Flex Field'.)
  9. Add Grace Period in Years - This is a positive number in years that you want to retain.
  10. Determine what Status to be purged and Check each Box for the Status you want to include to be purged - Allows you to select on specific statuses to be purged.
  11. Select Update

Setup by Document Type

A red Circle with a white X Icon will display when a Customer, Account or Document is set to be Purged.

Purge will need to be set up for every Account type you wish to purge, to include Loan, Deposits and Trust. Must be an Admin to set up Purge.

Purge has the ability to set up purge on any document in the document structure templates. Rules are helpful and allow you to determine when or if a specific document is set up with purge capabilities and whether it's a manual or date based purge.

From the Single Edit Icon

  1. Select Admin in AccuAccount
  2. Under Document Maintenance Select Required Document Maintenance
  3. Select the Single Paper Edit Icon for each Credit Type / Loan Type / Deposit Type / Trust Type
  4. Select the Edit Icon next to each Document Type
  5. Under Mange Purge Control choose the following options
    • Block Purge Status​ - Check the Box if you want to Block purge changes this overrides all other changes for this Document Type.
      • Click following Link for more information: See below section on 'Explicit Blocking'
    • Purge Control - use the drop down to select
      • No Control (Default Status)
        • No Control means users will not have the option to purge manually or otherwise. It does not mean that documents won't be purged do to cascade effects, such a customer, account or collateral being flagged to be purged.
      • Manual Purge
        • ​Allows user of proper security settings to manually set the Purge Status and lock the field if necessary.
      • Date Control - If you choose Date control SKIP step 6 and proceed to step 7
        • Allows the purge evaluation to process the Purge Status of the given record. Also proper users can manually set and lock the purge status to prevent the evaluation process from updating the status. 
  6. Select Update - Unless Date Control is selected, then move on to step 7
  7. Processing Field: Select from the drop down
    • Account Origination Date
    • Account Closed Date
    • Application Date (Loan only if you have the AccuApproval module)
    • Date Flex Field (If you have Flex Fields set up)
      • Allows you to set purging rules based off of a flex field with a data type of "Date/Time. (Will only display if the Processing Field is set to 'Date Flex Field".
  8. Select a Loan Status and or Application Status and Check each box you wish to include (Application Status is used with AccuApproval) - Allows you to select on specific statuses to be purged.
  9. Select Update

 From the Mass Edit Icon

  1. ​Select Admin in AccuAccount
  2. Under Document Maintenance Select Required Document Maintenance
  3. Select the Double Paper Edit Icon for each Credit Type / Loan Type / Deposit Type / Trust Type
  4. Under each Group Select Manage Purge Control choose the following options
    • Block Purge Status​ - Check the Box if you want to Block purge changes this overrides all other changes for this Document Type.
      • Click following Link for more information: See below section on 'Explicit Blocking'
    • Purge Control - use the drop down to select
      • No Control (Default Status)
        • No Control means users will not have the option to purge manually or otherwise. It does not mean that documents won't be purged do to cascade effects, such a customer, account or collateral being flagged to be purged.
      • Manual Purge
        • ​Allows user of proper security settings to manually set the Purge Status and lock the field if necessary.
      • Date Control - If you choose Date control SKIP step 5 and proceed to step 6
        • ​Allows the purge evaluation to process the Purge Status of the given record. Also proper users can manually set and lock the purge status to prevent the evaluation process from updating the status.
  5. Select Update - Unless Date Control is Selected, then move to step 6
  6. Processing Field: Select from the drop down
    • Account Origination Date
    • Account Closed Date
    • Application Date
    • Date Flex Field (If you have Flex Fields set up)
      • ​Allows you to set purging rules based off of a flex field with a data type of "Date/Time". (Will only display if the Processing Filed is set to 'Date Flex Field'.​
  7. Select Grace Period in Years - This is a positive number in years that you want to retain.
  8. Select Update

Purge at the Individual Level

Users with the proper permissions will be able to manually turn on or off the purge flag.

From Individual Customer Level

  1. From AccuAccount Select a Customer
  2. Select the Edit Icon next to the Customer Name
  3. Purge Status Select Yes or No from the drop down
  4. Select Update

Note: The Purge option will not be Visible on the Individual level unless that specific Customer type has been set up. Refer to Set up by Customer Type.

 
From Individual Account Level

      1. From AccuAccount Select a Customer
      2. Select the Edit Icon next to the Loan Number
      3. Under Administrative Select the Purge Status to Yes or No from the drop down; Note: You will also need to 'Lock' this field by Clicking on the Lock Icon. By locking this field the account will not be analyzed during the nightly purge rule processing. Vice versa if you never want a specific document to be purged you will leave at No and Lock purge status.
      4. Select Update

Note: The Purge option will not be Visible on the Individual level unless that specific Account type has been set up. Refer to Set up by Account Type.

 
From Individual Collateral Level

You will need to complete these steps for each collateral addenda you would like to purge.

      1. From AccuAccount Select a Customer
      2. Select the Edit Icon next to the Collateral Number
      3. Under Collateral Information Select the Purge Status to Yes or No from the drop down; Note: You will also need to 'Lock' this field by Clicking on the Lock Icon. By locking this field the account will not be analyzed during the nightly purge rule processing. Vice versa if you never want a specific document to be purged you will leave at No and Lock purge status.
      4. Select Update

Note: The Purge option will not be Visible on the Individual level unless that specific Collateral type has been set up. Refer to Set up by Account Type.

 
From Individual Document Level

      1. From AccuAccount Select a Customer
      2. Select the Edit Icon next to the Document to be purged
      3. Under Document Purge Status Select the Purge Status to Yes or No from the drop down; Note: You will also need to 'Lock' this field by Clicking on the Lock Icon.  By locking this field the account will not be analyzed during the nightly purge rule processing. Vice versa if you never want a specific document to be purged you will leave at No and Lock purge status.
      4. Select Update

Note: The Purge option will not be Visible on the Individual level unless that specific Document type has been set up. Refer to Set up by Document.

Block Purge

Explicit Blocking

You must be an Admin to Block Purge Status

This will allow administrators to set specific documents to be blocked from being purged regardless of the rules.  For example, if you never want a Driver's License to be purged, you can flag the Driver's License to be blocked from purge changes. Any time a Driver's License is set to purge, either manually or via the rules, this blocking flag will override those rules and will never purge the Document.  This will also prevent any customer, accounts and collaterals from being purged. See below 'Implicit Blocking'.
 
From Tab and Group Maintenance

Blocking documents at the Tab & Group Maintenance level should only be done when a document should be blocked for all customer or account types.

  1. From AccuAccount Select Admin
  2. Select Tab and Group Maintenance
  3. Select the Group Tab - Credit / Loan / Deposit / Trust
  4. Click on each Group Name to be changed
  5. Select the Edit Icon next to each Tab Name
  6. Block Purge State: Check the Box to Block from purge changes
  7. Select Update

From Required Document Maintenance

Blocking documents at the Required Document Maintenance level should be completed based upon each specific customer or account type that should be blocked from being purged.

  1. From AccuAccount Select Admin
  2. Select Required Document Maintenance
  3. Select the Mass Edit Icon next to each Type - Credit / Loan / Deposit / Trust
  4.  Under each Group expand Manage Purge Control
  5. Select the drop down Yes or No on Block Purge State
  6. Select Update

Implicit Blocking

​It is important to understand that items may not be purged not only due to being directly blocked (see above 'Explicit Blocking'), but rather prevented from being purged to the following:
 
Customer Level

A customer record may be flagged to be purged; however, there are instances in addition to the Explicit Blocking that may prevent the deletion of the customer record:

  • The customer's credit documents may be set to not be purged and locked.
  • The customer may have accounts and/or collaterals that are set to not be purged and locked.
  • The customer's account documents and/or collateral documents that may be blocked (Explicit Blocking) or set to not be purged and locked.

Account Level

An account record may be flagged to be purged; however, there are instances in addition to the Explicit Blocking that may prevent the deletion of the account record:

  • The account's documents may be set to not be purged and locked.
  • The account may have a collateral that is set to not be purged and locked.
  • The account may have collateral documents that may be blocked (Explicit Blocking) or set to not be purged and locked.

Collateral Level

A collateral record may be flagged to be purged; however, there are instances in addition to the Explicit Blocking that may prevent the deletion of the collateral record:

  • The collateral's documents may be set to not be purged and locked.
     

Evaluation, Execution and Report

Must be a Super User to access the following functions.

Purge Evaluation

The Update Purge Status will evaluate the system for items to be purged and ensures that all statuses have been updated since the nightly process were ran and/or any purge rules were change/modified.  This will generate a report that can be reviewed prior to the execution. The purge evaluation process only updates and evaluates the system for items that are flagged to be purged.

  1. From AccuAccount select Admin from the menu
  2. Under System, Select Evaluate/Execute Purge
  3. Carefully read each warning message and select each Check Box to Confirm
  4. Select Update Purge Status
    • ​A warning screen will populate and the purge process will run in the background. 

Note: Once the Purge Evaluation is complete you will be able to view the Purge Report.  

Purge Report

The report will display all customers, accounts and documents that are flagged to be purged.  Review this information carefully to determine the accuracy of the purge report.  If you need to make changes to these items, you can click the customer name and/or account number and be directed to the customer's page in AccuAccount.  This gives Administrator's a quick overview of the purge able records before the purge is actually executed and the physical document and associated record are actually deleted.  This report can easily be printed. 

  1. From AccuAccount select Admin from the menu
  2. Under System, Select Report
  3. Carefully read each warning message and select each Check Box to Confirm
  4. Select Update Purge Status
    • ​A warning screen will populate and Purge will run in the background.

NOTE: If a Customer, Account, Collateral or Document shows on the report and did not purge, review to see if there are any items that may be blocked.  Refer to 'Explicit Blocking' or 'Implicit Blocking'.

Purge Execution

Executing the purge process should only be done after careful review of the Purge Report.  Purge can only be initiated manually by a user with Super User permission; there will be no automatic purging.  

  1. From AccuAccount select Admin from the menu
  2. Under System, Select Evaluate/Execute Purge
  3. Carefully read each warning message and select each Check Box to Confirm the appropriate action has been taken.
  4. Select Execute Purge
    • ​A warning screen will populate and Purge will run in the background.

Recommended Guideline: Run the purge execution in the evening after business hours.
 

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