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my name is John Marnie and I'm the manager of solution delivery here for the imaging practice at RPI consultants this is Alex Lindsey he is our senior solution architect and we're going to be talking about a maybe little-known but often considered module for perceptive content called retention policy manager a couple record-keeping or administrative items real quick in your GoToWebinar there's a bar that runs down the middle that splits the video from the presentation and if you mouse over that you can drag that either way so if you really want to see more video and our beautiful faces you're welcome to but and the presentation is really what you're after another item these slides or the slide deck will be available and sent to you after this presentation so don't feel like you have to screenshot everything you see as well high-quality recording of this will be available on our YouTube here within the next week or two we have a bunch of webinars coming up so the editing will take a little bit of time finally you're free to use the the questions window in the GoToWebinar to ask questions we have a moderator standing by to ask them during the presentation or after so let's get this kicked off so a little bit about RPI first we have been working with perceptive and koufax products for around 16 years there are roughly 15 members in this and this practice and this team however the remainder of RPI consultants focuses on in for Lawson consulting that's around 60 people our headquarters are currently in Baltimore we have an office in Tampa and of course the imaging team that's us are based here in here in Kansas City so what do we do for perceptive content we do a lot of eform and I script development that's both for you know enhancing existing implementations or adding new implementations that also includes whole workflow designs or redesigns you know brand new processes this you want to implement we do a lot of upgrades and health checks as I'm sure many of you are familiar with right now as 6/7 going into black very soon upgrades are becoming very hot commodity we also do a lot with Koufax and intelligent capture you know and any other OCR platforms that will work with these products we do a lot of migration system to system or from legacy systems we also support clinical and hl7 implementations one quick plug come see us at our booth at inspire waits in Nashville this year we are platinum sponsors we'd love to see you if you're there you can also meet some schedule some time to meet with us to discuss whatever is on your mind anything about your system or not at all to do so go to RPI c-calm slash inspire okay so launching into a retention policy manager or RPF what is retention policy manager well it is a software ad on the perceptive content it's one of the things that many people own but don't always know how to configure or use and it's often asked about many people you know will go through their initial implementation especially a big Accounts Payable implementation and they know they need to consider retention but it's not really on the front of their mind three four or five years down the road we're starting to see our usage of disk space start to balloon and we're just thinking how do I get rid of some of these things it is for our retention policy managers exactly for that purpose it's for the systemic or systematic removal or transfer of documents there are various removal methods or transfer methods you don't have to delete documents you can choose to have the lifecycle to move them to cheaper storage it is separately licensed it has its own agent it's typically installed on the primary content servers so wherever the perceptive content server is installed it does show up in the management console and that's where the configuration is performed and it allows you to set up different lifecycle phases for your documents and there's a lot of benefits to using retention policy manager the automated of removal of the documents so you don't have to go through and go through an elongated audit process that kind of takes up a lot of your time and a lot of things you get to do the retention policy manager also has oversight with approval so you can when document their flag to be removed from the system you can set up an approval process to do that I primarily driven by the document type itself so you know in accordance with your good corporate policy that you hopefully have set up as nots and um you know something we can potentially work with you on but basically by document type is how we're going to remove the documents from your system it's also easy to set up and it kind of gets you into a legal compliance area where you know you can feel safe that these documents are being removed in accordance with you know your system requirements as well as your legal requirements to get the documents out of that a good example of this is your i-9 so employees when a lot of corporate policies have you know i9 can be removed from your system or it can be deleted or shredded or whatever after three years after a termination date so we does a lot of those with Human Resources solutions where we'll set up a policy to remove documents based on that criteria so there's just a few requirements for rpm or retention policy manager it is licensed so if you don't own it you'll need it and I believe there's those two licenses there's one for the agent and then the designer is a seat license typically you only need one of course the software you'll need is perceptive content it does work on older versions so I believe that this was rolled out in 66 if any of you are on six ticks we need to have a separate conversation but it is well virtually work the same through all versions that is installed on and take yeah so we're going to go ahead and what we're going to do is walk through sort of a simple retention policy set up and i think alex is going to get us started with that yeah so you'll never get to your management console if you're an administrator and you'll notice here that we you know we have the actual retention so if you're not sure if you own it or not this is a really good place to check to see if you have a nice little blue shield there that you can go to click on and kind of give you some options here for hold physical locations set things like that you kind of define and some of the more advanced policies but what we're going to do today is set up a simple policy to remove invoices from your systems so you would literally click the policies here and you would click new and when you click new it's going to prompts you to basically come over here and fill out this lovely box to kind of describe what you're going to be basically removing what the policy is right and you want to make sure that it's easy to identify what you're creating a policy for of course so we call this invoices but maybe you want to call this invoices deleted seven years or something like that we want to once you've named it and filled out a description you want to click OK and it will open up what's called the retention policy designer yes so this retention policy designer it'll pop up and you'll kind of see it and you'll kind of notice here in this box this is kind of similar to setting up a document view so the first thing you want to kind of go over is the event the event somewhere the document view is where you can choose some criteria to basically filter the documents you know that you're actually going to be classifying and putting under that policy and you want to be sure not to use too many filters yeah that's a good point because the retention policy manager a lot of this runs on the back end of the system within the census content is what you don't know is that there's a hidden work flow out there that all of this runs on in the more criteria you add to it the more defined it gets the slower that process can run ultimately it's driven by document type but you can add some classification here but we just we would just caution to not use too many criteria just so we don't impact any kind of performance and things like that and you want to be sure that you're not being too specific and accidentally missing some documents that actually you want to hit something before we continue we've got a relevant question so let's go ahead and do that yeah so the question we have is around whether or not you can filter by custom properties you know for sure filter here yes we should be able to filter by custom property we don't again we don't want to get crazy with it again we probably want to have a conversation about what specifically that custom property is but we should be able to do it here and what I'll mention is this question may stem from from the idea that you know we want to use custom properties to identify the time period for these documents we're going to show you in a later slide the next one I believe that it will actually we can use custom properties to find the time period this is just because because the search for basically filtering the total number or the criteria for what documents we want to select and we can certainly you know we've got this on our demonstration system so we can certainly double check that we can use custom properties here I don't know why you wouldn't be able to maybe we can get back to great question though so we're going to move on to time period so this is where you specify the time period in which you want to perform or trigger this action to occur and we haven't actually specified what action we want yet it's going to be document deletion spoilers but this is the time period in which we want to do that and there are a few different items in the drop-down that was specified different kinds of time periods so the first one is events we can trigger it off of certain specified events the next one is immediate which is sort of self-explanatory so we want the action to happen immediately the next one is a standard day so that's basically choosing a specific calendar date as you want something to occur on you know typically maybe like a year end so you want something to happen on January first and then finally system where you can use things like custom properties the document created date things like that so you know the really most often is going to be used a custom property such as invoice date in an Accounts Payable scenario or determination or hire date in a human resources scenario so the next part of this and this is kind of an optional thing you can do it or you don't have to do it I've seen it about 50/50 where customers will once you have some kind of oversight approval oversight on you know how the documents are being destroyed or just someone to check them before they're actually removed from the system so here you can actually assign users or groups and you can add multiple levels there to basically give them notification that these documents are for policy if you're familiar with that this is pretty much how it's going to be done they're going to get a task assigned to them to review these documents prior to their destruction or removal off of the system and then they'll approve reject based on that and then it will basically move forward in the process again it's not it's not something you have to do a lot of customers for instance for invoices and in particular policy invoices it's kind of a you know fathomless let's just get them out of the system after three five seven years they like that Alex do you have to define approvers yes so you can assign them you you have to assign a specific group or a user so you can't just add a level and then it goes nowhere okay someone has to see it before you do it but again it's optional you don't have to do an approver but if you do add a level here it should out of should ask for some self awesome thank you so before we move into this one because this is going to be a little bit of lengthy discussion I think we have another question yes so this question is can retention policy manager be used with an I scripts and CSV file containing a list of documents to be removed that's that's a great question so for anybody who doesn't have a retention policy manager you can handle retention through I script however I scripted as I really have any specific interface with the RPM module which is what we're discussing right now and our benefits to using that RPM module over just a nice script you know the ability to manage the various phases through the interface you know especially if you want to do multiple phases if you want to just delete documents you know maybe it doesn't matter that much but being able to do a transfer to off-site storage or something like that is something and then delete you know years later that's something that's best handled through something like this also the ability to do approvers specify your time period really just create an auditable really you know intelligent way to manage all of your documents is what this module is for and this part is Tod certified so it's kind of built to be one of those big compliance you know checklist items for software there's a good point when you talk about the removal thank you for the question by the way the last part of you know kind of studying up this one of the last parts of setting up this policy is choosing your action I would say the most often use is destruction you don't need the documents anymore is to destroy them but there's a few other option that you may not know about accession is the kind of a unique one where you can do a couple different things where you can essentially like remove the image from the document itself and just retain the document meta data destruction obviously destroys the document next phase is a basically we can do multi-phase policies where it can go through an approver and then they can sit somewhere else in a separate phase and basically move on to different phases throughout a policy the other one is the offline transfer so this one we see a decent amount as well so if you don't want to actually destroy that copy of the document itself you can transfer those off to another location to a hard drive somewhere or a shared drive somewhere just so you can have those two your records if you ever need to pull those back in online transfer is basically where we're going to take the documents where they reside in your osm set within pacific content the database there and move them over to a separate and osm set pretty straightforward there - permanence is essentially where we're going to just say today we've got these we're good with them we're just going to leave them in the system permanently and again most of these phases in a minute for example the next phase and permanent it's mostly to create you know an audit trail on these documents that they have been reviewed maybe we do want to keep them or maybe we do want to destroy them you know and again the most typical set up is going to be like Alex said just a straight destruction single phase but the next most common is probably a offline transfer - you know the cheaper archival storage followed up by destruction is sometime later so one more point on that for the online transfer we want to make sure that you have the OSM set up before you actually move that over so if you want to go with that option make sure that you know whoever you're working with sets up that OSM first and then you can kind of do that online transfer and you typically want to do an online transfer before you do an offline transfer because what that does this allows you to take those files and physically segregate them on the server before you actually move them off the servers on the downstream clear as mud yes this is something that will take some discussion internally and make sure you want identify your policies before you set it off so most important of course how do we get this thing turned on so once you've defined your event your time period your potential rivers in your action we actually have to go ahead and assign this policy to specific document types now you might be thinking well we already identified the event with the filter criteria well that defines the criteria on top of this document type so ultimately your retention policies are defined by document type the four types so to do t at you'll go to the file menu go to a sign then it'll pop up a new window which should look pretty familiar the list of your document types you can select one or more and add them to the list on the bottom and you click OK finally to activate the policy you would go to file menu and activate however you need to be really be sure that it is set up to a UI once you activate it it is going to go through the system your retention policy agent or your retention agent it's going to go through the system and identify what documents now meet that criteria as soon as the documents put under that criteria in any one single document the retention policy is becomes a lot harder to edit those documents ought to be handled before you can then go back and edit the policy although you can be activated if you need to okay so back on your arm management console screen you should now see that policy showing up activated or you know if you activated it under the retention policy or the retention tab so that's a good run-through of just basically have a set of a very standard attention policy for your documents to just kind of get them out of the system there's a lot of other things you can do with this tool a lot of stuff has been built into it to be a little bit more flexible provide a little bit more auditing abilities and things like that the multi-phase is ones that we've done before where we since essentially set up phase for the approvers and then a holding place with a protected phase and what's protected phases documents can't be edited at all at any point when it's in that that protected phase so there's a lot of unique things you could do there with business insight if you own the business inside reporting tool for perceptive content there is a destruction report you can use that kind of gives you a snapshot of the document destroyed it is important to note though that there's not a lot of great you know specific information on that report that ties to those documents um that's something we can all obviously customize we've done before where we essentially add metadata to that report so it becomes a little bit more pertinent to what you guys are looking for also the creative space saving so a session which we mentioned earlier if you want to retain those documents but you still need space you can actually within a session action you could actually remove the document image itself and that will essentially create some space on your server there and you can retain the document itself perceptive content document itself with that made of data and a lot of times as you're going through this maybe you don't have a corporate policy in place to remove certain documents or maybe you do and then you find out that the documents that you're storing and perceptive content right now are imaged now doesn't have the pertinent information that you need it's very easy for us to do a nice crypto bill nighy script for you guys to basically hold that information from you know specific data sources or erps a common one is HR solutions maybe you implement an HR solution but you didn't you want capturing termination date or hire date or something like that it's very easy to go and hit a server somewhere or hit a flat file and get that information onto your documents so that then you can put them under policy right and maybe even on top of that when it was implemented maybe the termination date was applied to an employee folder instead of the Floyd document and for us to really key on that date for retention policy we needed on the document so we can easily write a nice script to just map it over okay I'm going to get through this one slide and then we're going to do some questions just want to let you know we have one more webinar this week for our team it's at 2:00 Eastern this afternoon is for perceptive content tips and tricks that we're going to cover sort of a very wide breadth of subjects there and you can go to our website at RPI c-calm slash ISPs - webinars to register for that one we're also doing a large number of import loss of webinars next week unfortunately you won't see me again there but you can register for those or just see what the content is you can go to our VIP comm slash webinars okay let's go for questions and while we answer this question definitely please feel free to ask questions in the questions window and we will they answer to the best of our ability so one of the first questions we have we were told that in 71 RPM workflow could be scheduled to run at night rather than always running in the background so it's not to deprecate any other workflow you excuse so it's not to deprecate any other workflow used during the day so is that true there's actually an ini file the retention policy I'm in sever are p.m. or something like that attention yeah yeah Vinay a nice filing that where you can kind of configure how those back-end processes are run I couldn't tell you specifically what that setting is but I'm pretty sure than that and I and I filed a control win and how often that actual back-end process run because you're right it's not it's not something you can do from the policy itself there's no scheduled thing that happens within that designer so it kind of stuff that has to happen in the ini file yeah absolutely yeah if you were told that I assume that that's true we can definitely get back to you as a firmware answer by like Alex said it's definitely not something that's configured through the console so in the Ayad is where we would identify that time frame awesome the next question is if we're interested in retention policy manager but it turns out that we don't actually own it is that something that we can reach outside RPI for to assist absolutely yeah so you see a couple email addresses on this screen just shoot an email to either of us and we'll get you in touch with the right resources to get this installed purchased if you don't have it and what have you yeah we can absolutely help you with that and we have won some great dollars after we do send up a policy before we activated thought of any creative solutions to kind of run it in your production environment but really you kind of just see what would do whether that's you know an approval process and happen or whether that's marketing at a certain status and then like marking it back yeah I don't know that's a very good question so probably what you want to do if you want to do it in production but you don't want anything bad to happen you just want to set up a single phase retention policy that basically just is have ends with next step or something that is inconsequential there's a couple different options there but that would allow you to explore exactly what that interface looks like and and what approvals will look like you can also use that filter criteria to narrow down to a very specific subset of documents to make sure that you really understand what's happening so maybe a specific invoice number even and there might be a creative way to also get a report of if I did actually activate this with an action you know these twelve thousand and two documents right we can always build something a nice script or you know potentially a view just to see what exactly you know the total number of documents or documents meet that criteria that is definitely doable it's important to note too and we didn't we didn't highlight this here but you can see from certain document views documents that are under policy essentially that is one of the columns that you can do on your document filters essentially when you're looking at the document view and it'll show you a flag of documents that are actually under the policy so if you wanted to do you know a nice confined test that's a good way to do is just potentially set up a view for that well I think that's all our questions for now of course if you have any more or any concerns or anything you want to follow up on like I said just email either of us here or you know any other contact you have with our API and of course we are always looking for ideas for anything that you want to know more about around the perceptive or Koufax ego sphere so if you have any ideas also about something you want to see also feel free to shoot us an email no further questions maybe no we don't have any further questions but is John just mentioned if there's any future webinars you'd like to see definitely just type those into that questions panel we'll leave it open for a minute or so if you just want to go ahead and get those in and we will get that on the list for a future webinar yeah so we're expecting the next set to be roughly three months from now so thank you for joining us and again we have one more this afternoon so we hope to see you there thank you