SAPERION Records Management

Transcription

1 SAPERION Records Management

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3 Table of Contents 1 SAPERION Records Management "Records Management" Option Basics Life Cycle and Retention Description of the Retention Process Actions Rules Engine... 4 Setting Up a Records Management Scenario Content and Records Management Prerequisites Setting up a DDC Setting up a Content Type Setting up a Retention Class Setting up Tasks Disposition Task Destruction Task Logging Records Management Events "Records Management" Access Rights Records Management Functions Administering Documents with Records Management Properties Changing Retention Periods for Individual Documents Litigation Hold Initial Storage with Unlimited Retention Working with Records Management Functions Functions for the Records Manager Subsequent Changes to Retention Periods Prolonging Retention Time Reduce Disposition Time Activating and Deactivating Litigation Hold Functions for Users with Write Permissions Setting Fixed Retention Setting Unlimited Retention Records Management and R/ Link R/Link Configuration Dialog and Archival Process Field Mapping Appendix...

4 6.1 Definition of Terms "Records Management" User Rights Records Management System Fields Records Management INI Entries... 17

5 1.1 "Records Management" Option SAPERION Records Management 1 SAPERION Records Management 1.1 "Records Management" Option SAPERION presents important functions for secure storage of documents (audit-compliant archival). This included the storage on non-modifiable media, as well as the assurance that, by means of access control, sensitive data may only be viewed by authorized persons and that any access to documents is recorded in logs. The "Records Management" option ensures additionally that stored data can be removed after its period for retention and also the data destruction due to data protection requirements. The option "Records Management" (license rights) controls which Records Management functions may be used system-wide. The available functions are transparent for the various storage systems with their various manifestations. 1.2 Basics Records Management refers to the process of identifying, classifying, archiving, preserving, and destroying written information. Records Management is a primarily organizational task for ensuring compliance with policies that describe proper methods of retaining and destroying all types of business-related information (records). This includes both paper-based as well as electronic objects. Electronic formats include unstructured docu-ments stored on a hard drive, s, rows of data in a database table, and many other formats. The most important property of a record is its immutability during retention and use. This extends from the time it is created or captured until it is destroyed or transferred to another system, such as a national archive. Policies that stipulate which documents and information must be retained, how long they must be retained, or when they must be destroyed are determined individually for each company upon the basis of internal and/or external regulations set forth in contracts, laws, and directives. Policies differ among countries but also among industries. Examples of material that must be retained (without revisions) for a specific length of time are paper-based documents or s that have business and/or tax relevance, including quotations/proposals, orders, con-tracts, invoices, or delivery certificates. Objects that must be destroyed are subject to data protection stipulations. These contain primarily personal information and include job application forms, employee reviews, or insurance documents. This places records management within the context of compliance. It is growing in importance, particularly as an increasing number of serious violations of business rules and data protection stipulations are made public. Companies must view records management as a permanent and ongoing task. Internal and external regulations regarding these matters continue to evolve. At the same time, new applications are introduced and old technologies are replaced. As a result, internal corporate processes must be adapted as the document management environment changes. 1

6 1 SAPERION Records Management The standard version of SAPERION ECM Suite offers a variety of document management functions, including revision-proof filing, security features to ensure that information is displayed only to authorized persons, and secure deletion, including a recycle bin function. Modern storage systems offer these functions in different manners. Therefore the functions that SAPERION offers are performed differently, depending on the storage platform. By utilizing these functions, SAPERION assures compliance with regulations regarding the requirements for the storage of documents depending on their classification (e.g. invoices) as well as for deletion in accordance with data protection laws, as for example with personnel files Life Cycle and Retention Regarding the requirements of retention of documents the following cases can be distinguished basically depending on the life cycle stage. Retention classes Retention Classes Description No Retention Internal documents in its processing phase (draft) are stored without storage protection ("No retention") because they may be subject to changes or be discarded so that they need to be deletable at any time. Fixed Retention Documents whose processing phase has been completed ("Fixed retention"), e.g., via an internal release or these documents are incoming mails whose retention period is already known, are stored with a fixed retention. After expiry of this period documents can be deleted. Example All documents that are relevant for an audit of the Tax Office. Event-based Retention Documents that must be stored but whose final retention period is not known yet are stored and receive the information of their retention period by a certain event. When the event is triggered the documents can be deleted. Example Affected documents are for example in banking account records or electronic medical records. The event is then the termination of the account or the death of the patient. Disposition Finalized documents which can be deleted at any time but must be destroyed at a specific date can be stored with a fixed destruction date ("Maximal retention"). Example Documents of the personnel management where data have to be treated according to privacy protection. When a document passes into the event-based or final retention phase, it is protected from deletion until the retention period expires. Content undergoes many phases in its life cycle, in each of which it must be treated differently. So, perhaps, in its first phase, a document may only be processed by authorized persons and then later after approval be made available to others for reading. Under some circumstances, retention becomes significant at this point. There are tools available for the administration of the relevant content life cycle and Records Management parameters for the administrators and records managers. The rules are stored 2

7 1.3 Description of the Retention Process in system tables in an audit compliant manner. Changes in the rules are written to log tables for the purpose of audits. 1.3 Description of the Retention Process The following diagram illustrates the retention process. Fig. 1 1: Overview of the Retention Process 1. Step 1: Has Content type? A check is made to see whether a content type has already been set for a document. This involves the check whether there is a standard content type for the DDC. If this is the case (Yes), then the content type is set for the document (Action I). 2. Step 2: Has retention class? A check is made whether a retention class is linked to the selected content type. If not, retention is assigned based on the content type (step 1). If there is a retention class, the document proceeds to step Step 3: Activate retention? A check is made whether a retention rule is defined for the retention class. If this is not the case (No), then retention is activated (Action II), based on the content type in step 1. If a retention rule is defined (Yes), then the rule is evaluated. If the result is TRUE, the document proceeds to step Step 4: Event-based? If this is not the case (No), then retention is activated (Action II) based on the retention rule (step 3). 5. Step 5: Event triggered? This step evaluates the event rule. If the evaluation returns TRUE (Yes), i.e. the event has taken place, then retention is activated (Action II). If the returned value is FALSE (No), event-based retention is activated (Action III). 3

8 2 i Setting Up a Records Management Scenario When a revision is made to a document at LCMStage=0 (draft), the process starts at step 3. When a revision is made to a document at LCMStage=1 (event-based), the process starts at step Actions The following actions are triggered depending on the evaluation: Actions Action Description Action I: Set content type Sets an ACL if specified (we recommend specifying an ACL) Starts workflow if defined Action II: Set retention Sets retention (Retention time, disposition time, litigation hold) Sets LCMStage = 2 Action III: Set event-based Sets retention to unlimited Sets LCMStage = Rules Engine When a document is first archived and for each revision of the document, a rules engine evaluates the associated Records Management guidelines based on the given content type. Any missing retention properties are supplemented based on the rules and all is stored together with the document. These properties are passed on to the storage system, if the system allows it. The only exception is the retention time which is only administered by SAPERION. For storage systems that only work with retention classes (e.g. IBM DR550), the corresponding class is set. The retention properties are set for each object of a structured document (inheritance). This is true for revisions of a document that result from saving annotations or changes in index data caused by workflow actions and to all other objects of a document like text notes or image notes. 2 Setting Up a Records Management Scenario 2.1 Content and Records Management The Records Management regulations can be viewed by all users. The right to modify the regulations is only available to administrators and records managers. 4

9 2.2 Prerequisites For administration purposes, the documents are assigned new system properties for the retention rules intended for them. These properties can be inserted into the definition of the archive in which the documents are stored. 2.2 Prerequisites Records Management license Installed SAPERION Version 6 or newer 2.3 Setting up a DDC The following system fields should be included in a database definition (DDC) for use in Records Management: SYSCONTENTTYPE SYSLCMSTAGE SYSRETENTIONTIME SYSLITIGATIONHOLD SYSDISPOSITIONTIME SYSRETENTIONCLASS You should also define at least one field to be used for the evaluation of the retention class rules, e.g. "Status" (see also next chapter "Setting up a Setention Class"). The description of the system field can be found in the appendix of this manual. 2.4 Setting up a Content Type Everything that can be created or captured in SAPERION is considered to be content. Content types can be defined for various applications. Documents can be classified using these content types. Content types should be assigned a retention class for use in Records Management. The retention class defines when a document enters retention status and what retention periods (minimum and maximum) apply. When a document is first archived, the content type is evaluated and supplies the rules for the retention class, and any missing parameters are added. These parameters are stored with the document. This assures that they will not be deleted before the retention period expires and that they will not remain in the system after the retention period has been reached. As long as the processing of the document has not been completed, it is not yet under retention rules. It has the LCM stage "No Retention." A document can only be given a retention status after it has been completed and then no longer be modified. The LCM status of a document is assigned depending on the defined retention rules. 5

10 2 Setting Up a Records Management Scenario When a document has a retention status it may not be modified or deleted. When the retention period has ended and if there is no litigation hold on the document, it can be deleted. After the end of the disposition period it must be deleted. The following information can optionally be stored for a content type: The current life cycle stage (Draft, Retention event, Retention) Retention class and period for the calculation of the point in time until which the document must be retained Disposition period for the calculation of the point in time by which a document must be destroyed Litigation hold that ensures that a document nay not be deleted Access rights to ensure that only authorized persons have access to the document Process by which for example, a document can be approved You can set up the desired content type as follows: 1. Click on the ribbon ADMINISTRATION > group RECORDS MANAGEMENT > command NEW CONTENT TYPE. This opens the dialog box "Edit Content Types." 2. Make the following settings and click [Save] to save your settings. Parameter "Content Type" Parameter Description Content type Enter the name of the content type Description Optionally, you can enter a description for the content type. Access list Select an ACL from the dropdown menu. Process definition Enter the name of the process definition so that a business case is started based on the specified definition when archiving. Retention class Select a retention class from the dropdown menu. Repository Enter the name of the database definition for archiving (DDC). 2.5 Setting up a Retention Class The next step is to define a retention class to apply to the desired content type. 6

11 2.6 Setting up Tasks 1. Click in the ribbon ADMINISTRATION > group RECORDS MANAGEMENT > command NEW RETENTION CLASS. This opens the dialog box "Edit Retention Classes." 2. Make all necessary settings in this dialog box (see table "Parameter "New retention class'" below) and click on [Save]. Parameter "New retention class" Parameter Description Retention class Enter the name of the retention class. Description Optionally, you can enter a description for the retention class. Retention period Define the duration of retention in days. Disposition period Disposition period designates the maximum retention period of a document that is being held under retention. The duration is specified in days. At the end of the period, the document must be deleted. Retention rule Activate the checkbox "Retention rule" and enter the required rule into the text field, e.g. "Status >0". In this case the retention rule takes effect as soon as the state of the document becomes >0. Event-based Activate the checkbox when the retention class should take effect in cases a particular event occurs. As soon as this option is activated a text field is offered for entering the event rule. Litigation hold 2.6 Activate this checkbox if litigation is required. Setting up Tasks After the minimal retention time expires, documents can be deleted if there is no litigation hold on the document. Deleting the documents can be automated using tasks. There are two different tasks to choose from. Disposition Task: Deletion after expiration of the maximum retention period Destruction Task: Deletion after expiration of the minimum retention period without consideration of a maximum retention period The tasks are set up in the Core Server using the Microsoft Management Console (see also the Administration Manual chapter "Administration of the SAPERION Core Server"). 7

12 Setting Up a Records Management Scenario Disposition Task A disposition task checks the appropriate tables at defined intervals for documents for which the disposition time has expired and for which no litigation hold has been set. The task deletes documents that meet the criteria In order to set up a disposition task, make the following settings in the dialog box Edit Task on the "General" tab: Specify a name for the task. Select the action "Records Management Disposition." Specify the interval in which the task is to run. Select via the [...] button the table (DDC) for which the disposition task is to be activated on the "Query" tab Destruction Task A destruction task checks the specified table in defined intervals for documents for which the minimum retention time has expired and for which no litigation hold has been set. An additional folder (.SDL) can be named for this task. If this is the case, only documents in the folder are evaluated according to the criteria listed above. Otherwise all of the table s documents are checked. The task deletes documents that fulfill these criteria. 1. In order to set up a destruction task, make the following settings in the dialog box "Edit Task" on the "General" tab: Specify a name for the task. Select the action "Records Management Destruction." Specify the interval in which the task is to run. 8

13 Logging Records Management Events Select via the [...] button the table (DDC) for which the destruction task is to be activated on the "Query" tab. In addition, a folder can be selected. If this is the case, the task applies only to documents in the selected folder. Logging Records Management Events In order to log Records Management events proceed as follows: i 1. Click ADMINISTRATION ribbon > LOGGING group > SETTINGS command. The dialog "Define logs" opens. 2. Activate the checkbox "Retention." 3. Specify the backup directory. 4. Click [OK] to save your settings. This event is document-specific. Therefore the log table must be linked to the DDC that is to be monitored. The following events trigger the "Retention" log: A document is placed under retention An event triggers retention assignment Retention time or disposition time is changed Litigation hold is set or removed Content type is assigned The disposition task is executed (if the document is successfully deleted) 2.8 "Records Management" Access Rights The "Records Management" access right can be assigned in an ACL (Access Control List). This right defines whether a user can assign minimum and maximum retention periods (retention time and disposition time) or extend an existing period. It also controls whether a user can activate or deactivate litigation hold. 9

14 3 i Records Management Functions The rights appear during ACL configuration only if the option "Records Management" has been activated by a license. This installation enables the additive ACL "Retention" which prevents only the deletion of a document. This ACL is attached to documents that are under retention.! We recommend assigning an ACL for documents that are to be placed under retention. If this is not possible, please ensure that a user is assigned to the "Retention" ACL who has adequate rights to modify security settings for the document. 3 Records Management Functions 3.1 Administering Documents with Records Management Properties Documents with retention periods are protected from deletion until expiration of the period. When storage systems are involved that deal with retention properties, the data enjoys double protection: on the one hand by SAPERION s mechanisms and on the other hand by the properties attached to the data by the storage system. SAPERION offers a two-step deletion process by default to support the dual verification principle, which acts like the Windows Recycle Bin. Users with deletion rights can mark a document for deletion (first step). In this state, the document is no longer visible for a user who only has reading rights. The final deletion (index database, storage medium) does not occur until another user with deletion rights deletes it a second time (second step). In conjunction with the option "Records Management," deleting is only possible when the retention periods have elapsed and litigation hold is not activated. 3.2 Changing Retention Periods for Individual Documents In the event that a document is to be retained longer than the originally specified retention period or that a document is to be destroyed sooner than originally specified, the records manager can access a context menu function in the results list, depending on the storage system. The newly entered data is associated with every object of earlier revisions, if present. This data is also written to the storage system, if the storage system allows it. 3.3 Litigation Hold In the event that documents must be presented as evidence in a lawsuit, the records manager can access the context menu function "Activate Litigation Hold" in the results list. Documents marked in this manner are protected from deletion, even after the retention periods have expired. When litigation 10

15 3.4 Initial Storage with Unlimited Retention has been completed, the records manager can access the context menu function "Deactivate Litigation Hold" in the results list to remove the protection. If a document has been marked for deletion (SYSINDEXSTATE=65002), the delete function will only be available to records managers and administrators if the retention periods have expired and no litigation hold has been activated. If a deletion attempt is made via API, an appropriate error message is generated. If a document is deleted from the recycle bin, it is removed from erasable mediums, for example from the CAS (Content Addressed Storage) of EMC2 Centera, IBM DR550 or NetApp SnapLock if this is configured in the storage system. If the mediums are WORMs, a delete flag is set so that these documents will not be retained in the next medium migration. If litigation hold has been activated for a document and an additional lawsuit follows, it is the record manager s responsibility to deactivate the litigation hold only after all litigation has been completed. 3.4 Initial Storage with Unlimited Retention Documents that are to be retained in principle, but whose final retention period (fixed retention) can only be calculated after an event, are placed in an unlimited retention status (event-based retention), so that the document is protected from deletion. When the event occurs, for example conclusion of a credit file (event=account closure), the final retention period is set. You can specify in the Records Management rules whether a document is to be initially stored with unlimited retention status. 4 Working with Records Management Functions 4.1 Functions for the Records Manager Special context menu functions are available to records managers in the results lists. These include extending retention periods, shortening the disposition period, or activating and deactivating litigation hold.. We present these functions below Subsequent Changes to Retention Periods It may become necessary to modify retention periods after they have been defined due to, for example, changes in company policy or changes in laws regarding retention of documents. Be aware of the following: Minimum retention periods (Retention time) may only be lengthened Maximum retention periods (Disposition Time) may only be shortened 11

16 Working with Records Management Functions Prolonging Retention Time This function appears in the context menu of a document in the results list when the selected document has reached the specified retention time. 1. In the results list select the document for which you would like to extend the retention time. 2. In the context menu, click on the entry "Prolong Retention." The dialog box "Prolong Retention Time" opens. 3. Enter a new date that occurs after the current entry and click on [OK]. 4. Confirm the message box "Do you really want to prolong the retention for that document?" with the button [Yes]. An entry is made in the revision history with the same version number Reduce Disposition Time This function is available in the context menu for a document in the results list. 1. In the results list select the document for which you would like to shorten the disposition time. 2. In the context menu, click on the entry "Reduce Disposition." The dialog box "Reduce Disposition Time" opens. 3. Enter a new date that occurs before the current entry and click on [OK]. If no disposition time has been specified you can enter any date that occurs in the future. 4. Confirm the following message box query with the button [Yes]. An entry is made in the revision history with the same version number Activating and Deactivating Litigation Hold In the event of lawsuits it is often necessary to prevent all pertinent documents from being deleted. Documents marked as such may not be deleted for the duration of all litigation, even if their retention periods have expired. The technical term is "Litigation Hold." SAPERION controls this behavior in the system field SYSLITIGATIONHOLD. To set the deletion prevention for a document, select the entry "Activate Litigation Hold" in the context menu of that document in the results list. i When litigation hold is activated for a document, the document can not be deleted, even if its maximum retention time (Disposition Time) has elapsed. 12

17 4.2 Functions for Users with Write Permissions This function is offered for documents in the results list when the field SYSRETENTIONTIME is present in the archive definition. The function toggles between "Activate Litigation Hold" and "Deactivate Litigation Hold," depending on which state is defined. i 1. In the results list select the document for which you would like to activate or deactivate litigation hold. 2. In the context menu, click on the entry "Activate Litigation Hold" or "Deactivate Litigation Hold," depending on which command is enabled, in order to change the state of "Litigation Hold." 3. Confirm the message box "Do you really want to activate Litigation Hold?" or "Do you really want to deactivate Litigation Hold?" with the button [Yes]. An entry is made in the revision history with the same version number. Documents on litigation hold are marked with a symbol in the results list. 4.2 Functions for Users with Write Permissions Users with write permissions have access to context menu functions in the results list that allow them to make changes to the life cycle stages Setting Fixed Retention This function is offered in the context menu for documents in the results list when the field SYSLCMSTAGE is present in the archive definition. The entry "Preserve with period" appears if the field value is "Draft" or "RetentionEB." The context menu function "Preserve with period" sets the field SYSLCMSTAGE "Retention." When the document is saved, the rules engine evaluates the corresponding Records Management parameters for the content type and stores them as fixed retention all the way to the storage system if allowed. All objects already saved with event-based retention are activated as fixed retention based on the respective event Setting Unlimited Retention This function is offered in the context menu for documents in the results list when the field SYSLCMSTAGE is present in the archive definition. The entry "Preserve without period" appears if the field value is "Draft." The context menu function "Preserve without period" sets the field SYSLCMSTAGE to "RetentionEB." 13

18 5 Records Management and R/ Link When the document is saved, the rules engine evaluates the corresponding Records Management parameters (SYSRETENTIONTIME, SYSRETENTIONCLASS, Period) for the content type and stores them as event-based retention all the way to the storage system if allowed. 5 Records Management and R/ Link SAPERION's Record Management functions are also available for documents that have been archived using the SAP Archive/ Link interface via the R/ Link Server. 5.1 R/Link Configuration Dialog and Archival Process You can assign a content type for documents of an SAP module from within the R/Link configuration dialog. You may only use a type from the table "XContentTypes." When archiving documents from SAP, the content type is evaluated and the system fields for Records Management filled by means of the rules engine. 5.2 Field Mapping You can define a list of mapped fields for each content repository. This connects the index fields and formulas that are filled by these fields. The formulas can use variables that are generated by SAP. Fig. 5 1: Selecting a Field for Mapping Any field that is filled using the COM interface can be included in the mapping, with the exception of SAPDocID which is used for the SAP document ID. In addition to these fields, SYSACLLIST can also be used to assign ACLs. First the system tries to read the index data from an XML file for each document at runtime. Then the mapping sequences are processed. The mapping information is stored in the ARCHIEF.INI in the R/Link server in the section listed below. The entries in this section follow the pattern shown below. [RLinkAppServer<n>.Mappings] IndexField=Formula The formulas are URL-coded to make multi-lined formulas and the use of special characters possible. 14

19 6.1 Definition of Terms Mapping can be performed either by using the GUI (MMC) or by making entries in the ARCHIEF.INI. i Of the system fields that are required for Records Management, only the field SYSCONTENTTYPE may be filled using mapping. All other Records Management parameters are addressed using the Rules Engine. 6 Appendix 6.1 Definition of Terms Records Management Terminology Term Definition Content Type Category for the classification of documents. Content types can refer to an ACL, a retention class and a process definition (workflow). Disposition Period Disposition period designates the maximum retention period of a document that is being held under retention. The duration is specified in days. At the end of the period, the document must be deleted. Life Cycle Management Stages Designation of the stages through which a document can pass in its life cycle. We differentiate among the fol- (LCM Stage) lowing stages: No Retention / Draft Documents that are still being drafted have the LCM stage "No Retention" in SAPERION. They are saved without retention protection and can be deleted at any time. Event-based Retention Documents that are no longer being edited but that are not in the stage Fixed Retention are in this LCM stage. For event-based retention, the final retention period has not been defined, since the beginning of the retention period is triggered by an event. Fixed Retention Documents that are no longer being edited are in this LCM stage. In contrast to the documents with event-based retention, the final retention period for these documents has been defined. Litigation Hold This is a status for documents that pertain to legal disputes in litigation. This hold can be activated and deactivated in the rich client. Retention Class A retention class contains rules and deadlines (retention period, disposition period) for the retention of documents. 15

20 6 Appendix Term Definition Retention Period Retention period defines the minimum retention period for a document that is under retention. The document may not be deleted before the end of this period. 6.2 "Records Management" User Rights In SAPERION's user rights management you will find the right "Records Management." This right is listed in the ACL dialog box and can be selected when the option "Records Management" is enabled. If the right has been assigned in an ACL, it is marked with the letter "C" (as in compliance). 6.3 Records Management System Fields When you create an archive definition (DDC), inserting the system fields described below controls whether Records Management functions can be used for documents stored in this archive. Records Management System Fields System Field Description SYSCONTENTTYPE If this string-type system field is set at archival, and the system fields SYSRETENTIONTIME and SYSRETENTIONCLASS receive the value null, then their values are determined by evaluating the index tables "XContentTypes" and "XRetentionClasses." If the corresponding entry in the tables "XContentTypes" cannot be found, the system fields SYSRETENTIONTIME and SYSDISPOSITIONTIME retain the value null. This means that the documents acquire no retention time. If this field has the value null, the value can be determined using the table "XContentTypes" by referencing the relevant repository (DDC). In this manner, all the documents in a repository are assigned the same content type and the appropriate Records Management parameters. SYSLCMSTAGE This field indicates in which phase of its life cycle a document is. It is set by the rules engine. The following phases are available: - No retention/ Draft - Event-based retention - Fixed retention Event-based retention has the value of 1 in SYSLCMSTAGE if the retention time has not yet begun. When the retention time begins (triggered by the appropriate event), the value of SYSLCMSTAGE is set to 2. SYSRETENTIONTIME If this system field with the property date/time is set with a time in the future at archival, and if a plug-in for the storage system with "Data Retention" functions is in use, then the time is passed on to the storage system as the minimum retention time for each affected SAPERION object. If the value is null and a document class has been specified, then the time is determined from the index table "XContentTypes." SYSDISPOSITIONTIME If this system field with the property date/time is set with a time in the future at archival, and if a plug-in for the storage system with "Data Retention" functions is in use, then the time is passed on to the storage system as the minimum retention time for each affected SAPERION object. If the value is null and a document class has been specified, then the time is determined from the index table "XContentTypes." 16

21 6.4 Records Management INI Entries System Field Description SYSLITIGATIONHOLD This Boolean system field is set to FALSE by default, i.e. there is no limitation imposed because of pending lawsuits. When the evaluation of the fields SYSRETENTIONTIME and SYSRETENTIONCLASS in the system tables "XContentTypes" and "XRetentionClasses" runs, SAPERION also checks in the table "XRetentionClasses" whether the value of LIGITATIONHOLD is not equal to null. If this is the case, then the value is written to the field SYSLITIGATIONHOLD, and in the case of storage systems with litigation hold functions, transmitted for all SAPERION documents. SYSINDEXSTATE This system field with the property integer controls the two-step deletion of a field. svtemporary If the SYSINDEXSTATE field is used, this variable can be attached to the document depending on the situation. If svtemporary is present, in the second deletion step deletes not only the index records but also the document if the value of SYSINDEXSTATE > 65,000. If sytemporary is not present, only the entry in the index database is deleted. For more security in the sense of a recycling bin function, we do not recommend the use of svtemporary. 6.4 Records Management INI Entries The following can be made in the ARCHIEF.INI for Records Management: [RecordsManagement] LitigationHold=xxx Retention=xxx Prolongation=xxx The parameters above can assume the values HARDWARE or SOFTWARE. HARDWARE: Parameter is passed on to the hardware (default) SOFTWARE: Parameter is only retained and evaluated in SAPERION but not passed on to the hardware. 17