Valencia City Water District · DocuManage

Retention Schedule

Module 10 · Administrator, Document Controller, Contributor · URL: /retention

Resume: §2 Document Types basis · §5 Summary cards

1. Purpose

The Document Retention Dashboard helps you monitor which documents are past or approaching the end of their retention period, based on each document’s Issue Date and the retention rules on its Document Type (aligned with NAP GRDS 2023 and your office records policy).

Use this screen to plan reviews, corrections, archival, or disposition — not to delete records automatically.

2. Document Types — the basis for retention

Every row on the Retention Schedule comes from the document’s Document Type (lookup under Admin Panel → Document Types). Administrators set the rules once per type; all documents of that type inherit them.

On the Add form: “Period + unit = aging. Permanent = no expiry.”

Document Types lookup: Retention Period, Unit, Legal Basis NAP GRDS 2023, Disposition Archive — Figure 2 — Document Types: where retention period, legal basis, and disposition are defined (feeds the Retention Schedule)

On Document Types (Add / table)	On Retention Schedule table	Role in calculation
Retention Period + Unit (Days, Months, Years)	Retention column (e.g. 5 Years)	Added to the document’s Issue Date to get Expiry
Legal Basis (e.g. NAP GRDS 2023 — GC No. 5)	Legal Basis column	Reference only — shown for reviewers; does not change the math
Disposition (Archive, Destroy, Permanent Preservation)	Disposition column	Planned action after retention ends — follow office policy
Unit = Permanent	Not listed on Retention Schedule	No expiry; document is excluded from expired / near / safe counts

Example (from your types list)

Audit Report (code AUD): Legal basis NAP GRDS 2023 — GC No. 5, disposition Archive, retention in Years (set Period when editing the row). Backup Log (BKP): Period 1, Unit Years, same legal basis and disposition — each uploaded Backup Log ages from its own Issue Date plus one year.

Before using Retention Schedule: Confirm types are correct in 04 — Document Types. Fixing a type updates how future expiry is calculated for all documents of that type. Wrong Issue Dates on individual documents are fixed with §8 Update issue date.

Formula (non-Permanent types):

Expiry = Issue Date + Retention Period (in Days, Months, or Years as set on the type)

3. How to open

Sign in to DocuManage.
In the left sidebar, open Document Control.
Click Retention Schedule.

You can also reach it from the top bar when your role includes document control links.

URL: /retention

4. Screen layout

The page has four main areas: title and subtitle, three summary cards, filters, and three document tables (Expired, Near Expiry, Safe).

Document Retention Dashboard with summary cards, filters, and expired documents table — Figure 1 — Document Retention Dashboard (summary cards, filters, and Expired Documents table)

Area	Description
Header	Document Retention Dashboard — lifecycle tracking based on Issue Date and NAP GRDS 2023 retention rules
Summary cards	Counts for Expired, Near Expiry (≤30 days), and Safe — see §5
Filters	Retention status and Age — see §6
Tables	Expired (red header), Near Expiry (yellow), Safe (green) — see §7

4. Summary cards

Card	Color	Meaning
Expired Documents	Red	Retention period has ended (expiry date is today or in the past)
Near Expiry (≤30 days)	Orange / yellow	Retention ends within the next 30 days
Safe Documents	Green	More than 30 days remain before expiry

The number on each card matches how many documents appear in that group after you apply filters (see below).

6. Filters

Use the filter bar between the summary cards and the tables, then click Apply. Reset clears filters and returns to defaults.

Filter	Options	Use
Retention status	All · Expired · Near expiry (≤30 days) · Safe	Show only documents in one lifecycle bucket
Age	All · 0–30 days · 31–365 days · 1–5 years · 5–10 years · 10+ years	Filter by how long ago the issue date was (document age)

Sorting: click a column header in a table (Document, Type, Issue Date, Aging, Expiry, Status) to sort ascending or descending. Sort direction is kept when you apply filters.

6. Document tables

Each group has the same columns. Scroll down the page to see all three sections.

Column	Contents
Document	Document code (bold) and title
Type	Document type name and code
Issue Date	Start date for retention calculation
Aging	Time since issue date (years, months, days) and total days; Update date link for Administrators — see §8
Expiry	Calculated end of retention period
Status	Badge: EXPIRED (red), near-expiry warning, or safe; may show days remaining (negative when expired)
Retention	Period from document type (e.g. 5 Years)
Disposition	Planned action from type (e.g. Archive, Destroy) — follow office policy
Legal Basis	Reference on the document type (e.g. NAP GRDS 2023 — GC No. 5)

How retention is calculated

Type rules from §2 Document Types (period, unit, legal basis, disposition).
Issue Date on each document is the start point.
If Issue Date is missing, the system uses a default date (August 1, 1981) until corrected — many legacy rows may show as expired until dates are fixed.
Permanent types do not appear on this dashboard.

8. Update issue date (Administrator)

In the Aging column, Administrators see a blue Update date link on each row.

Click Update date for the document.
The Edit Document screen opens (returns to Retention Schedule when you save).
Set or correct Issue Date, then Save Changes.
Return to Retention Schedule and click Apply or refresh to see updated expiry.

9. Roles & policy

Role	Access
Administrator	Full view; Update date on expired/near/safe rows
Document Controller	View and filter; plan disposition per policy
Contributor	View and filter for allowed documents

When retention has expired, follow VCWD records policy for archive or destruction. In DocuManage, use Archive on Manage Documents, then review soft-deleted records under Archived Documents.