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Retention Policy Module

Admin and User Guide

For Document Manager

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Trademarks

Document Manager and Document Manager Administration are trademarks of Document Logistix Ltd. TokOpen, TokAdmin, TokImport and TokExRef are registered trademarks of Document Logistix Ltd. All other trademarks acknowledged.

Copyright Statement

Copyright © 1999 to 2013 by Document Logistix Ltd. All rights reserved. Retention Policy Module Admin and User Guide, 2013.

No part of this document may be reproduced, copied or transmitted in any form or by any means without the written permission of Document Logistix Ltd.

Document Logistix Ltd believes that the information in this document is accurate at the date of release but accepts no responsibility for any loss arising from omissions or inaccuracies contained herein. Information within this document is subject to change without notice.

For more information on this or other Document Logistix products, please contact Document Logistix Ltd.

Contact Details

Document Logistix Ltd – UK

Main Address: 8 Copperhouse Court Caldecotte

Milton Keynes MK7 8NL United Kingdom

Telephone Main Lines: (United Kingdom) (+44) (0)1908 366388 Telephone Support Lines: (United Kingdom) (+44) (0)1908 366722 Email Information: info@document-logistix.com

Email Support: support@document-logistix.com Fax: (United Kingdom) (+44) (0)1908 367700

Web: www.document-logistix.com

Document Logistix LLC – USA

Main Address: 3616 Far West Boulevard Suite 117-309

Austin TX 78731 USA

Telephone Main Lines: (USA) 1-512-345-4600

Email Information: us.sales@document-logistix.com Email Support: support@document-logistix.com Fax: (United States) (+1) (512) 233-2351

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Software Release

This guide describes the Retention feature for the Document Manager version 2.7 software. As the software evolves, this guide may not reflect exact screen layout changes, but core functionality remains the same.

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Contents

1 PREFACE ... 1

1.1 About this Guide ... 1

1.2 Intended Audience ... 1

1.3 Related Documents ... 1

1.4 Conventions ... 1

1.4.1 Definitions ... 2

2 INTRODUCTION... 4

2.1 What is a Document Retention Policy? ... 4

2.2 The Document Manager Retention Module ... 5

2.3 Retention License Levels ... 6

2.4 Retention License Features Explained ... 7

2.4.1 Automatically Delete Documents after Retention Period ... 7

2.4.2 Retention Period Start Date Based on Document Creation Date ... 7

2.4.3 Retention Policy Defined by Drawer ... 7

2.4.4 Retention Policy Defined by Folder ... 7

2.4.5 Export Document File and Metadata when Document Purged ... 7

2.4.6 Retention Period Start Date Set by Workflow Update ... 7

2.4.7 Retention Policy Set by Workflow Update ... 8

2.4.8 Retention Policy Defined by Document Type ... 8

2.4.9 Retention Policy Defined by Index Condition ... 8

2.4.10 Retention Period Start Date Based on Index Condition ... 8

2.4.11 Archive Documents to a Different File Store after Archive Period ... 8

2.4.12 Convert File Format when Purged Document is Exported ... 8

2.4.13 Purge Approval for Document Deletions ... 8

2.4.14 Minimum, Maximum Archive/Purge Dates ... 9

2.4.15 Shorten/Extend Archive/Purge Dates ... 9

2.4.16 Maximum Number of Retention Policies that can be Defined ... 9

3 PREREQUISITES FOR THE RETENTION FEATURE ... 10

3.1 Installing the DLX Service Manager ... 10

3.1.1 Prerequisites ... 10

3.1.2 Service Manager Installation Steps ... 10

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3.2.1 Prerequisites ... 13

3.2.2 Installing the Retention Service ... 13

4 CONFIGURING RETENTION ... 16

4.1 Configuring the Retention Service ... 16

4.2 Accessing Database Retention Settings ... 20

4.2.1 Enabling the Retention Feature ... 23

4.3 Viewing Retention Policies ... 24

4.4 Sample Policies ... 25

4.5 Creating a Retention Policy ... 26

4.5.1 Details Tab ... 27

4.5.2 Start Conditions Tab (Moderate and Complex Only) ... 32

4.5.3 Change Conditions Tab (Moderate and Complex Only) ... 34

4.5.4 Advanced Tab (Complex Only) ... 35

4.6 Modifying a Policy ... 37

4.7 Copying a Policy ... 39

4.8 Selecting a Retention Policy for a Document Type ... 40

4.8.1 Checking Which Policies have been Applied to Document Types ... 42

4.9 Selecting a Retention Policy for a Drawer ... 42

4.9.1 Mapping Index Fields for Auto-Move Documents (Moderate and Complex Licenses Only) ... 44

4.9.2 Checking Which Policies have been Applied to Drawers ... 46

4.10 Linking a Retention Policy to Workflow (Moderate and Complex Licenses Only) ... 47

4.11 Retention User Permissions ... 48

5 PURGE APPROVAL PROCESS (COMPLEX LICENSE ONLY) ... 51

5.1 Purge Approval Prerequisites ... 51

5.1.1 Purge Status Domain Index Field ... 51

5.1.2 Approval Lists ... 53

5.2 Retention Approval Group ... 55

6 THE RETENTION FEATURE IN DOCUMENT MANAGER ... 57

6.1 Retention Rules for New Documents ... 57

6.2 Priority for Applying Retention Policies ... 57

6.3 Retention Fields in Document Manager ... 58

6.4 Applying Policies to Documents ... 59

6.4.1 Applying a Policy by Document Type ... 60

6.4.2 Applying a Policy to Documents by Drawer ... 61

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6.4.4 Applying a Policy to a Document ... 63

6.4.5 Applying a Policy through Conditions ... 64

6.5 Viewing Retention Information for a Drawer ... 66

6.6 Retention Options for Documents ... 68

6.7 Searching for Documents Using Retention Fields ... 69

6.8 Retention Index Fields in Document Properties ... 70

6.9 Hiding Retention Fields in Document Manager ... 71

6.10 Archiving/Purging a Document Immediately (Complex License Only) ... 72

6.11 Viewing a Document’s Purge Approval List (Complex Only) ... 75

6.12 Approving/Rejecting a Purge (Complex License Only) ... 77

6.12.1 Receiving Notification that Approval is Required ... 77

6.12.2 Searching for Retention Documents Requiring Your Approval ... 78

6.12.3 Approving Documents Awaiting a Purge ... 79

6.12.4 Resubmitting a Rejected Document ... 81

7 POLICY EXAMPLES ... 82

7.1 Basic License Example Policy ... 82

7.1.1 Prerequisites ... 82

7.1.2 Creating an Example Policy for a Basic License... 82

7.1.3 Applying the Example Policy to the Drawer ... 84

7.1.4 Importing a Document into ‘Accounts Payable’ to Set the Retention Policy ... 85

7.2 Moderate License Example Policy ... 87

7.2.1 Prerequisites ... 87

7.2.2 Creating an Example Policy for a Moderate License ... 87

7.2.3 Linking the Example Policy to a Workflow Step ... 88

7.2.4 Performing the Workflow Step to set the Policy and Start Date ... 90

7.3 Complex License Example Policy ... 92

7.3.1 Prerequisites ... 92

7.3.2 Creating an Example Policy for a Complex License ... 92

7.3.3 Associating the Example Policy with a Document Type ... 96

7.3.4 Applying the Example Policy to a Document ... 97

7.3.5 Setting the Start Date for a Document ... 98

7.3.6 Changing the Purge Date ... 99

7.3.7 Approving the Purge ... 100

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1 Preface

This section provides an introduction to this guide.

1.1 About this Guide

This guide describes the Document Retention module for Document Manager, which enables documents to be automatically archived and deleted.

1.2 Intended Audience

This guide is intended for advanced users who will be responsible for setting up and implementing Retention Policies, for example system administrators.

Readers should be familiar with Document Manager.

1.3 Related Documents

For more information on using Document Manager, refer to the following:

Document Manager User Guide

For information on installing, configuring and maintaining Document Manager, refer to the following:

Document Manager Installation Guide

Document Manager Administration Guide

For more on setting up and using Document Manager Workflow, see the following:

Workflow and Approvals Guide

If you want to find out more on Document Management considerations and company policies, refer to this guide:

Guide to Document Management

1.4 Conventions

Throughout this manual, a number of conventions are used. The list below details these conventions:

On-screen items, including buttons, tabs, menu items, field names and dialog box names are shown in bold, for example, click the Save button.

Keys or key combinations that you have to press on the keyboard are shown in upper case and in angled brackets, for example: <CTRL> + <X>.

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User input (information that you have to enter), object names and references to completed fields are in single quotation marks, for example, enter the value ‘%PROMPT’.

Cross-references are in italics; for example, see 1.4 Conventions on page 1 for more information.

Variables are displayed in italics in angled brackets, for example, select Delete <annotation

type> (in this instance, <annotation type> should be replace by the name of the selected

annotation).

Additional information is provided using icons to draw attention to them:

NOTE: Notes are used to give supplemental or important information about the subject

matter.

WARNING: Warnings are used to provide important pieces of information.

TIP: Tips are used to suggest shortcuts or things to do to make using Document Manager

products easier.

1.4.1

Definitions

The following terms are used in this guide:

Document Manager: The Document Manager program from Document Logistix allowing

organisations to categorise and manage their documents while enabling quick and easy access for users. See the Document Manager User Guide for more information.

Document Manager Administration Module: The Document Manager Administration

Module enables system administrators to configure the Document Manager system. See the

Document Manager Administration Guide for more information.

Document Retention: Organisations need to maintain adequate storage space for

documents and so draw up a set of guidelines, or policies, that dictate how long documents are kept (retained) before being destroyed or archived. These are known as ‘Document Retention’ Policies. Legal requirements and business needs determine the Retention Periods for different types of documents. Retention Policies apply to both hard-copy and electronic documents.

Retention Period: The amount of time that a document should be held or ‘retained’ before

being archived or deleted.

Retention Feature: This feature in Document Manager enables an organisation to create

and apply policies to implement their Document Retention guidelines.

Retention Policy: A Retention Policy in Document Manager is a collection of Retention

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Purge: The act of destroying or deleting documents after the specified Retention Period for

them has elapsed.

Archive: The act of storing documents in a specified location for a period of time before a

Purge is performed.

Start Date: The date from which Retention Periods for documents are calculated (before a

Purge or Archive can commence).

Purge Date: The date on which an applicable document will be deleted. This is calculated

from the Start Date using the settings in a Retention Policy.

Archive Date: The date on which an applicable document will be archived. This is calculated

from the Start Date using the settings in a Retention Policy.

Workflow: Workflow automates the progression of documents through an organisation’s

processes. In Document Manager Workflow, a Workflow Process aligns to a specific

document-centric business process and contains a number of steps. A Workflow Step is an action that progresses a document from one stage to the next in a Workflow Process. Typically, this is carried out by a user selecting a menu option.

Approval Process: In the Retention feature, an Approval Process enables users to authorise

the purging (deletion) of a document.

Approval List: An Approval List contains the names of users who can approve or reject an

action to be performed on a document.

Additional Document Logistix products are available to further enhance the document management process. For more information about them, please refer to our Website,

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2 Introduction

This document describes how to set up and implement the Retention feature for use with Document Manager from Document Logistix. The Retention feature enables documents to be automatically archived or deleted from Document Manager, and is available in three license levels:

Basic

Moderate

Complex

These levels are described in more detail in section 2.3 Retention License Levels below.

NOTES: If you need to update your license to include the Retention feature, contact

Document Logistix for a license upgrade (see Contact Details on page i). You then need to reactivate the license in the License Manager. Refer to the Document Manager Installation

Guide for how to do this.

2.1 What is a Document Retention Policy?

A Document Retention Policy is a set of guidelines designed by an organisation to specify how long their documents need to be kept, as required by law and to protect business interests. Typical types of information to be considered in a Retention Policy include Invoices, Contracts and other Financial Records, Emails, Letters, Business-Activity-Related documents, Personnel Records, and so on.

A Document Retention Policy can form part of a wider Document Management Policy, which is described in the Company Policy section in the Guide to Document Management.

Retention Policies should also take into account Document Management Operational

Considerations such as data protection legislation. These are covered in more detail in Operational

Considerations in the Guide to Document Management.

A good Retention Policy should define what type of information needs to be archived or deleted, how it relates to organisational needs and in what format it should be archived, for example, as a PDF/A document or as an image. The policy should state the names of the person or persons responsible for maintaining and implementing the policy, detail the type of storage media to be used and specify the backup schedules. It should also consider how searchable the retained data will be and how it will be categorised. To protect an organisation, the encryption of and access to archived data also needs to be specified.

If your organisation has recently purchased a Document Logistix document management system, consider structuring the drawer and folder hierarchy in line with your Document Retention Policies. This will make it much easier to implement and administer the Retention Policies at a later date.

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2.2 The Document Manager Retention Module

Figure 1 shows how documents progress when a Retention Policy is applied in Document Manager:

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As shown by Figure 1 above, a Retention Policy can be applied to new or existing documents in Document Manager using several methods. A policy can be applied manually by a user with the relevant permission, or automatically through a drawer, document type, a configured Workflow Process or a global policy. In addition, conditions (values in index fields) can be defined for a policy that, when met by a document, enable that policy to be applied. A policy can also be applied to a folder, so that the retention settings are inherited by the documents the folder contains.

Once a policy is applied, a document can be automatically moved to a different Document

Manager location on a date specified in the policy. Documents can also be archived prior to being purged (deleted) and at the time they are archived, they can be made read-only and optionally moved to a different storage location. An Approval Process can be created that means that authorisation is required from specified users before a document can be purged. Copies of documents can also be exported at the time of purging.

2.3 Retention License Levels

Table 1 below shows the different features available in Document Manager for each license level:

Feature

Basic

Moderate Complex

Automatically delete documents after retention period Yes Yes Yes Retention period start date based on document creation date Yes Yes Yes

Retention policy defined by drawer Yes Yes Yes

Retention policy defined by folder Yes Yes Yes

Export document file and metadata when document purged - Yes Yes Retention period start date set by workflow update - Yes Yes Retention policy set by workflow update - Yes Yes Retention policy defined by document type - Yes Yes Retention policy defined by index condition - Yes Yes Retention period start date based on index condition - Yes Yes Archive documents to a different file store after archive period - Yes Yes Convert file format when purged document is exported - - Yes

Purge Approval for document deletions - - Yes

Minimum, Maximum Archive/Purge dates - - Yes

Shorten/Extend Archive/Purge dates - - Yes

Maximum number of retention policies that can be defined 3 6 Unlimited Table 1: Retention Features Available for Each License Level

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2.4 Retention License Features Explained

This section briefly describes the features enabled by the Retention license types.

2.4.1

Automatically Delete Documents after Retention Period

Retention Policies are created to hold settings that determine how an organisation’s retention strategy is implemented on documents. A ‘purge’ period can be specified in a policy to stipulate at what time a document is deleted from the system (purged). This feature automatically deletes documents that have been assigned a Retention Policy according to the purge period defined in the policy.

2.4.2

Retention Period Start Date Based on Document Creation Date

This feature signifies that the start of a purge or archive period defined in a Retention Policy will be dependent on the date on which a document is created (as shown in the system field ‘Date

Created’). For Moderate and Complex licenses, the start date can be determined by index conditions.

2.4.3

Retention Policy Defined by Drawer

This means that you can link Retention Policies that you have defined to individual drawers. One policy can be selected for each drawer. New documents in the drawer can have the settings defined in the associated policy applied and documents that already exist in the drawer can also have the policy retrospectively assigned to them. A policy can also be applied to more than one drawer.

2.4.4

Retention Policy Defined by Folder

This means that you can apply a Retention Policy that you have defined to an individual top-level folder. The policy can be applied to all documents and sub-folders within the selected folder. A policy can also be applied to more than one folder.

2.4.5

Export Document File and Metadata when Document Purged

When documents are purged by retention settings, this feature enables the documents and associated index information (in XML files) to be exported to a selected location.

2.4.6

Retention Period Start Date Set by Workflow Update

This option enables a user to specify that the start date for a Retention archive or purge period is set by an update to a Workflow Step.

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2.4.7

Retention Policy Set by Workflow Update

This enables a user to specify that a Retention Policy is applied to a document when a Workflow Step is run for that document.

2.4.8

Retention Policy Defined by Document Type

A Retention Policy can be associated with a particular Document Type. New documents of that type will automatically be assigned the settings defined in the associated Retention Policy. The policy settings can also be applied to existing documents of that type. A policy can also be applied to more than one document type.

2.4.9

Retention Policy Defined by Index Condition

This feature enables a user to specify that a Retention Policy can be applied to a document, or changed to a different policy, when a condition defined for the policy is met by the document, for example, index fields matching user-defined values.

2.4.10 Retention Period Start Date Based on Index Condition

This option enables a user to specify that the start date for a Retention archive or purge period is set by the date a condition is met by a document, such as an index field for the document being equal to a specific value.

2.4.11 Archive Documents to a Different File Store after Archive Period

This option enables document files to be physically moved to a new file location when the archive period has elapsed, which could be removable media.

2.4.12 Convert File Format when Purged Document is Exported

This license feature enables the format of documents to be changed to a multipage TIF image or

PDF/A document when they are exported after being purged by your retention settings. A PDF/A

document is a Portable Document Format file optimised for archiving.

2.4.13 Purge Approval for Document Deletions

This feature enables an Approval Process to be set up for a document deletion (purge). An Approval List is created to specify who approves the document purge.

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2.4.14 Minimum, Maximum Archive/Purge Dates

This feature enables an administrator to specify the earliest and latest dates to which an archive or purge date can be changed by a user with the required permissions. The time period set is

calculated from the start date for a document (which can be the document creation date, the time when a condition is met or when the Retention Start Date is set by a Workflow Step).

2.4.15 Shorten/Extend Archive/Purge Dates

This means that a user with the correct permissions can perform a document deletion or archive ahead of the purge/archive date set by an associated Retention Policy and can choose to postpone the deletion or archive by changing the purge/archive date for the document.

2.4.16 Maximum Number of Retention Policies that can be Defined

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3 Prerequisites for the Retention Feature

Before being able to use the Retention feature, the following are required:

A valid Retention license (Basic, Moderate or Complex).

The DLX Service Manager, to configure and run the Retention Service.

The Retention Service installed and running.

3.1 Installing the DLX Service Manager

Before installing the Retention Service, you must install the Document Logistix Service Manager, which enables you to configure and administer Document Logistix services.

3.1.1

Prerequisites

The Service Manager requires the following to be installed:

Microsoft .NET Framework version 3.5 SP1 – this can be installed during the installation process (providing you have an Internet connection). If your operating system is Windows Server 2008 R2, you need to enable the .NET Framework version 3.5.1 before installing the Service Manager.

3.1.2

Service Manager Installation Steps

To install the Service Manager, follow the steps in Table 3 below:

Step Description

Screenshot

Step 1 The Document Manager Server installation created a

share on the server called ‘DMClient’. Open Windows Explorer and navigate to the ‘DMClient’ share within the Document Manager Server installation directory.

Step 2 Double-click on the correct Service Manager setup

file for your operating system, for example,

DLX_ServiceManager_x86.exe for 32-bit operating

systems (for 64-bit systems, the filename will end with ‘x64’).

If prompted to run the file or grant permission, click

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Step Description

Screenshot

Step 3 The Microsoft .NET Framework 3.5 SP1 is required for

the Service Manager.

• If the .NET Framework 3.5 SP1 needs to be installed, click Install (Internet connection required) and follow the on-screen instructions.

Step 4 After the prerequisites have been installed, the

Service Manager setup will begin and the Welcome screen displays.

Click Next.

Step 5 The Destination Folder page displays. If you want to

change the default installation directory, click the

Change button. Click Next.

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Step Description

Screenshot

Step 6 The Service Manager is ready to be installed. An

option is available to go back to make any changes.

Click Install.

Step 7 When the InstallShield Wizard Completed page

displays, the Service Manager has been successfully installed.

Click Finish.

Step 8 The DLX Service Manager window displays.

This enables you to configure Document Logistix services, such as the Retention Service.

To open the Service Manager, double-click on the cog icon ( ) in the Windows notification area or click Start > All Programs > Document Logistix >

Service Manager.

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3.2 Retention Service Installation

In order to implement Retention Policies, you need to install the Retention Service.

3.2.1

Prerequisites

The Retention Service requires the following to be installed:

The Service Manager – see 3.1 Installing the DLX Service Manager on page 10.

3.2.2

Installing the Retention Service

To install the Retention Service, follow the steps in Table 3 below:

Step Description

Screenshot

Step 1 Navigate to the ‘DMClient’ share within the

Document Manager Server installation directory. Double-click on the installation file for your operating system, for example, DLX_RetentionService_x86.exe for 32-bit systems.

If prompted to run the file or grant permission, click

Run or Continue.

Step 2 The Welcome page displays.

Click Next to begin the Retention Service installation process.

Step 3 The Destination Folder page displays. If you want to

change the default installation directory, click the

Change button. Click Next.

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Step Description

Screenshot

Step 4 The Ready to Install page displays. Click Install to start the installation.

Step 5 When the installation finishes, the Completed page

displays.

Click Finish to exit the installation wizard.

When the Retention Service has been installed, a pop-up balloon displays in the Windows notification area.

Step 6 After installing the Retention Service, you need to

configure it.

To display the Retention Service setting, right-click on the cog icon ( ) in the notification area, point to

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Step Description

Screenshot

Step 7 The Retention Service Configuration dialog box

displays. On the Database tab, you need to enter the details that the Retention Service will use to connect to Document Manager:

Server: Enter the name of your SQL Server

installation in this text box and, if applicable, the name of the instance used, for example, ‘MySQLServer/InstanceName‘.

Database Name: Enter the name of your

Document Manager configuration database in this text box. Typically, the database name is ‘dmcfg’, ‘idmcfg’ or ‘tokcfg’.

Integrated Security: Tick this checkbox to use

Integrated Security. If you select this, you do not need to enter a Username and Password below.

Username: If using SQL Server authentication,

enter the name of the user to be used for authentication.

Password: If using SQL Server authentication,

enter the password for the user to be used for authentication.

Test Connection: Click to test that the details

entered above are correct.

On the NTP tab, you can enter the details of an NTP server to check the time used by the Retention Service.

On the Misc tab, you can define a logging level and a time of operation for the service:

Logging Level: Select the level of data written to

the event log for the Retention Service.

Can Run From/To: Enter the start and end time

in hours if you want the Retention Service to run between specified hours.

Refer to Table 4 on page 20 below for a more detailed description of the settings in the Retention

Service Configuration dialog box.

Step 8 Once you have made your changes to the Retention Service Configuration dialog box, click Save. Click OK to confirm. The Retention Service Configuration

dialog box then closes. Table 3: Installing the Retention Service

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4 Configuring Retention

NOTE: In order to configure Retention Settings and Policies in Document Manager, you

must have the permissions ‘Administer retention in admin’ and ‘Define policies in admin’, which are granted to User Accounts in the Administration Module.

The Retention Service is set up using the Retention Service Configuration dialog box. Document Manager Retention settings and policies are defined and maintained using the Administration Module.

4.1 Configuring the Retention Service

If you need to specify or change settings for the Retention Service, you can do so from the

Retention Service Configuration dialog box.

To launch the Retention Service Configuration dialog box:

1. Do one of the following:

Click Start, select Document Logistix > Service Manager and in the DLX Service

Manager dialog box, highlight the Retention Service and click Configure on the Configuration tab:

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Right-click on the cog icon ( ) in the Windows notification area, point to Retention

Service and select Configure:

The Retention Service Configuration dialog box displays:

2. In this dialog box, you need to enter the details that the Retention Service will use to connect to your Document Manager configuration database and can optionally define Network Time Protocol (NTP) details, a logging level and a time of operation for the service.

Enter your database connection details on the Database tab. You can use the Test

Connection button to check the details are correct. Refer to Table 4 below for a

description of the Retention Service Configuration settings.

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3. If you want to use an NTP server to check the time used by the Retention Service, select the

NTP tab (see Table 4 for a description of the settings):

4. Select the Misc tab to set the logging level and running time for the service (see Table 4 for a description of the settings):

5. When you have made all your changes in the Retention Service Configuration dialog box, click Save. Click OK in the confirmation messages that follow. The dialog box closes.

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Table 4 describes the settings in the Retention Service Configuration dialog box:

Tab

Setting

Description

Database

Server Enter the name of your SQL Server installation in this text box and, if applicable, the

name of the instance used, for example, ‘MySQLServer/InstanceName‘.

Database Name

Enter the name of your Document Manager configuration database in this text box, for example, ‘DMcfg’.

Typically, the database name is ‘dmcfg’, ‘idmcfg’ or ‘tokcfg’.

Integrated Security Select this checkbox to enable integrated security. If you select this, you do not need to

enter a Username and Password below.

Username If using SQL Server authentication, enter the name of the user to be used for

authentication in this text box.

Password If using SQL Server authentication, enter the password for the user to be used for

authentication.

Test Connection

Click this button to test that the connection details entered above are correct. Click OK to dismiss the resulting message.

If the test fails, you will need to change some of the details above and try again.

NTP

Enable Select the checkbox to enable the use of an NTP server to verify the time used by the

Retention Service.

Server Address

Enter the address of the NTP server in this text box. A port number is not required here. If the local machine already uses an NTP server to verify its time, select a different NTP server for the Retention Service. This will ensure that any errors in the original NTP server are picked up.

If an NTP server is used and no response is received from the server, the Retention Service will not perform any processing.

Allowed Difference

Use the arrows to select or enter the time in Hours, Minutes and Seconds by which the time on the local machine is allowed to differ from the NTP server time. The allowed difference must be less than 24 hours.

If the local time differs by more than the time specified here, the Service will not perform any Retention actions.

IMPORTANT: If, during processing by the Retention Service, the local machine time is changed so that

it is more than 24 hours different from the process start time, all processing will stop. The Retention Service will then check the time again at the next poll time (as specified by Polling Interval in the

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Tab

Setting

Description

Misc

Logging Level

This setting only applies to events for the Retention Service. The log level for database events is defined on the Retention tab in the Document Manager Databases dialog box.

Select the level of data written to the event log for the Retention Service:

None: Select this option to save no information to the event log.

Errors: Select to only save errors to the log. This is the least detailed level. Warnings: Select to log warnings in addition to errors.

Information: Select to log information, warnings and errors.

Verbose: This is the most detailed level and will write every event to the log – this

can produce very large log files.

This information will be saved to the event log and can be viewed in the Windows Event Viewer.

Can Run From (Hour)

If you want to specify that the Retention Service operates during a specific hourly time period, you can do so using the Can Run From (Hour) and Can Run To (Hour) settings.

• In this setting, use the arrows to select the start hour for the Retention Service. The setting uses the 24-hour clock.

The Can Run From/To settings use the time of the local machine on which the Service is installed.

Can Run To (Hour) Use the arrows to select the end hour for the time during which the Retention Service will run.

Process all on first run startup

Select this checkbox if you want to process all Retention actions on all applicable databases when the Retention Service is first run. You may want to do this if the Retention Service has been stopped for some time and the Retention Dates for documents may have passed.

If this checkbox is clear, the Service will check the databases for possible actions but perform the actions the next time it runs (as defined by the polling interval for each database in the Database Connection dialog box).

Cascade Purge Plugin

This setting is only applicable if using the Cascade Purge Plug-in.

• Enter the class name for the Cascade Plug-in in the text box. Table 4: Retention Service Settings

4.2 Accessing Database Retention Settings

The Retention settings for Document Manager databases are specified in the Administration Module.

To access the Retention settings for a database:

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2. Select the required database in the Document Manager Databases dialog box and click

Modify. The Database Connection dialog box displays.

3. Click the Retention tab to display the retention settings for the database:

NOTE: The Retention tab is not available if you do not have the permission ‘Administer

retention in admin’. This is granted to users in the Administration Module. Table 5 describes the Retention settings for a database:

Setting

Description

Enable retention for

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Setting

Description

Polling Interval Enter the Retention polling interval for this database in hours. This will set the frequency for the Retention Service to check the database for any applicable purges or archives.

Log Level

This setting only applies to database events for the selected database. The log level for the Service events is defined in the Retention Service Configuration dialog box.

Select the Retention log level for this database from the drop-down list:

None: Select to save no information to the event log.

Error: Select to return only the details of errors generated by the Retention Service. Warning: Returns the warnings generated by the Retention Service in addition to errors. Information: Returns information on actions performed, in addition to warnings and errors. Verbose: Returns a detailed description of all errors, warnings and information.

This information will be saved to the event log and can be viewed in the Windows Event Viewer.

Error Notification

Interval Enter the frequency in hours with which notifications are sent if any errors occur. Report To Address Errors and warnings generated by the Retention Service will be saved to a report.

• Enter the email address to which you want to send the report.

Report From

Address Enter an email address to be displayed in the From line of the report email. Report Subject Enter the text to be displayed in the Subject line of the report email.

Enable Approval Notifications

Select this to checkbox to enable notifications to be sent when an approval is required. If selected, the settings in Purge Approval Notifications below become available. If this checkbox is clear, no approval notifications will be sent.

Send approval notifications in the format for:

Select the format for links to documents requiring approval that will be attached to notifications:

Rich Client: Select to attach a Document Manager reference (.wkx file) to notifications for

documents requiring approval.

Web Client: Select to attach a Document Manager Web URL to notifications for documents

requiring approval.

Group notifications by policy

Select this checkbox to group approval notifications for documents by their Retention Policy and send them in a single email. Enter the number of approval notifications that will be grouped into one email in the Number of notifications by email text box below.

Number of notifications by email

If Group notifications by policy is selected above, enter the number of approval notifications to be included in the group approval email. If you enter a high number, the email may be rejected by your email client or system – check the email client documentation or ask your system administrator.

Maximum number of email retries

Enter the maximum number of times the Retention Service retries when sending an approval email. The service will retry once each time it polls. When the number entered here is reached, the email will be discarded.

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Setting

Description

Hour in day (0-23) to update document policies

Enter the time at which point you want to update documents to apply policies or update policy settings (‘0’ equals 00:00; ‘23’ equals 23:00). If this is outside of the allowed times for the Retention Service to run (as defined by the Can Run From/To settings in the Retention Service

Configuration dialog box), the update will be performed as soon as the Service next runs.

If this is left blank, the update runs at midnight (00:00) or at the first opportunity if Can Run

From/To is set in the Retention Service Configuration dialog box.

IMPORTANT: It is recommended that the update is set to run outside of work hours. Full

updates on a high number of records may cause your Document Manager system to slow down.

Perform a full update

IMPORTANT: For normal usage, it is recommended that this option is not selected. A full

update may take some time to process and may slow normal use of the Document Manager database and server.

Select to perform a full update of documents according to policy settings at the time specified by the Hour in day... setting above. This will update the following in addition to the regular update:

• If a Policy has a condition or conditions to set a Start Date, and documents with that Policy applied (that has not yet been activated) have now met the conditions, the Start Date will be set for the documents.

• For documents that have had a Start Date set by a Policy but that are missing a Purge Date, the Purge Date will then be set. The Archive Date and Auto Move date will also be updated, if applicable.

If this setting is left blank, only policies that have not yet been activated and with a condition to set the Start Date using the ‘%NOW’ variable in a date field will be activated (Start Date set). Table 5: Retention Settings for Databases

4.2.1

Enabling the Retention Feature

The Retention Feature is enabled at the Document Manager database level.

To enable retention:

1. Click the Databases button on the Administer tab.

2. Select the required database in the Document Manager Databases dialog box and click

Modify. The Database Connection dialog box displays.

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4. Select the Database settings tab and click the Test Connection button:

5. When the message confirming the test has passed, click OK.

6. Click OK to save your changes and close the Database Connection dialog box.

4.3 Viewing Retention Policies

You can display a list of the Retention Policies that have been created in Document Manager.

To view the Retention Policies that have been created:

Click the Document Retention button on the Administer tab. The Retention dialog box displays and shows the Retention Policies that have been created. If this is the first time you have accessed it, the Retention dialog box will display three built-in policies (see 4.4

Sample Policies on page 25 below):

In this dialog box, you can add, modify, copy and delete policies. Table 6 describes the options in the Retention dialog box:

Item

Description

Name

This column displays the policy name, which is entered on the Details tab in the New Policy or Policy

Details dialog box.

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Item

Description

Description Displays the policy description, as entered on the Details tab in the New Policy or Policy Details dialog

box.

Default Indicates whether the policy is the default system policy. This is set on the Details tab in the New Policy

or Policy Details dialog box.

Priority Shows the priority set for each policy. This is set on the Details tab for a policy.

Active Indicates whether the policy has been applied to any documents.

Documents This column displays the number of documents to which the policy is applied.

View Click this button to view the settings for the selected policy. If this button is clicked, the settings displayed are read-only and cannot be changed. Add Click to add a new Retention Policy. The New Policy dialog box displays.

Modify Click to modify the selected policy. The Policy Details dialog box displays.

Delete Click to delete the selected policy. A message box displays to confirm you want to delete the policy.

If the selected policy is applied to documents, the policy cannot be deleted.

Copy Click to copy the selected policy. Use this to duplicate the policy’s settings or use the settings as the

starting point for a new policy.

Close Click to close the Retention dialog box. Table 6: Options in the Retention Dialog Box

4.4 Sample Policies

There are three sample policies that are created by default when the Retention feature is enabled:

Purge 3 Years

Purge 7 Years

Purge 12 years

These policies will delete (purge) documents to which they are applied, after the specified number of years. You can use the policies to apply to documents or document types, or you can edit them to suit your own needs. See sections 4.5.1 to 4.5.4 starting on page 27 for a description of the settings in Retention Policies.

To view the details of a sample policy, select it in the Retention dialog box and click View.

To modify a sample policy, select it and click Modify. See 4.6 Modifying a Policy on page 37 for more information.

You can also delete the sample policies if you want to create your own.

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4.5 Creating a Retention Policy

A policy holds all the settings for a specific implementation of your organisation’s Document Retention strategy. Individual policies can be created for different situations, for example, for different document types, various storage locations or different retention periods. The settings available to you depend on the level of your Retention license (see 2.3 Retention License Levels on page 6 for more information).

To create a policy:

1. Click Document Retention on the Administer tab. The Retention dialog box displays.

2. Click Add. The New Policy dialog box displays:

The settings available in this dialog box depend on your type of Retention license. The settings on each tab are described in the following sections.

The minimum settings that need to be defined for a valid simple purge policy are the Policy Name,

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Once you have created a policy, you then need to ensure that the policy will be applied to the required documents. This can be achieved through associating the policy with a document type or a drawer. See 4.8 Selecting a Retention Policy for a Document Type on page 40 and 4.9 Selecting a

Retention Policy for a Drawer on page 42 for how to do this.

Users with the correct permissions can also apply policies directly to a folder or document in Document Manager. See 6.4 Applying Policies to Documents on page 59 for more information. Additionally, policies can be applied if a document index field matches a specific value (or values) defined for a policy. See 4.5.2 Start Conditions Tab (Moderate and Complex Only) on page 32 for how to define start conditions.

You can find out if a policy has been applied to a document type or a drawer by viewing the

Document Type and Drawers dialog boxes. A column indicates if a Retention Policy has been

applied to a document type or drawer in the list. For document types, the column is called ‘Doctype Policy’; for drawers, it is called ‘Drawer Policy.’ You may need to scroll to the right to display these columns. To view these dialog boxes, click the Document Types or Drawers button on the Administer tab in the Administration Module.

4.5.1

Details Tab

The Details tab in the New Policy or Policy Details dialog box enables you to configure general settings for Retention Policies. Table 7 describes the options on the Details tab and the license required to access each setting:

Setting

Description

Required

License

Policy Name Enter a name for the Retention Policy. Ensure it is meaningful and easily recognisable. Any Policy

Description Enter a meaningful description for the policy. Any

Archive Storage Location

From the drop-down list, select the storage location to which archived documents will be moved. The storage location must have already been configured in the Document Manager Administration Module.

An archive means the document files are physically moved to a new location. This must be set if a Default Archive Period is specified.

Moderate or Complex NOTE: You cannot set a policy to only archive documents. A purge must also

be set to follow the archive.

Make document read only when archived

Select this checkbox to set documents as read-only when they are moved to the archive location.

Moderate or Complex

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Setting

Description

Required

License

Purge External Reference Documents

Select this to purge references to external documents when the Purge Date for this Policy is reached.

If this checkbox is clear, references to external documents will not be purged by this Policy.

External reference documents cannot be archived or exported following a purge.

Any

Purge Media Path

When purging documents, you can use this setting to export the documents and associated index information (in XML files) to the selected location or removable media. One XML file is created per exported document.

• Enter the path to a folder, share or media to which the purged documents and XML files will be written.

Moderate or Complex

Purge Image Format

If you have entered a path in Purge Media Path to export the purged documents and index information, you can choose the format for the documents using this option.

• Select the format for purged documents from the drop-down list:

Multipage Tiff: Choose this to save the exported documents as TIF images. PDF/A: Select this to save as the Portable Document Format standard

specifically designed for long-term archiving (PDF/A).

Moderate or Complex

Default Archive Period

This option enables you to set the period of time before an archive is performed for documents that have been assigned this policy. When a Start Date is set for a document, the Archive Date will be calculated for the document using this period. The Start Date is set as the time a document is created (as shown in the system field ‘Date Created’) or the time a condition is met for Moderate and Complex policies (set on the Start Conditions tab in the Create/Modify Policy dialog boxes – see 4.5.2

Start Conditions Tab (Moderate and Complex Only) on page 32 for more information).

Once this period elapses, applicable documents will be moved to the Archive

Storage Location selected above.

If your organisation has a Complex license, this archive period can be overridden by archive settings for individual documents.

• Enter or use the arrows to select the default period of time before an archive can commence:

Years: If required, select the years for the default archive period. Months: Select the months for the archive period.

Weeks: Select the weeks for the archive period. Days: Select the days for the archive period.

Moderate or Complex

NOTE: You cannot set a policy to only archive documents. A purge must also

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Setting

Description

Required

License

Minimum Archive Period

If a user has the ‘Extend archive dates’ and ‘Shorten archive dates’ permissions, they can change the Archive Date for individual documents.

This setting enables you to specify the earliest day from the Start Date to which they can change the Archive Date. The Start Date is the time a document is created or when a condition set on the Start Conditions tab is met (Moderate and Complex licenses only).

• Enter, or use the arrows to select, the minimum number of years, months, weeks, or days from the Start Date before the archive can commence.

Complex

Maximum Archive Period

This setting enables you to specify the latest date to which a user can change the Archive Date for a document, calculated from the Start Date.

• Enter the maximum number of years, months, weeks, or days from the Start Date before the archive can commence.

Complex

Default Purge Period

This option enables you to set the period of time before a purge is performed for documents that have been assigned this policy. When a Start Date is set for a document, the Purge Date will be calculated for the document using this period. The Start Date is set when a document is created or when a condition is met (as defined on the Start Conditions tab for Moderate and Complex policies – see 4.5.2

Start Conditions Tab (Moderate and Complex Only) on page 32). Once this period has

elapsed, applicable documents will be deleted.

If your organisation has a Complex license, this purge period can be overridden by purge settings for individual documents.

• Enter or use the arrows to select the default period of time before a purge can commence:

Years: Select the years before the default purge begins. Months: Select the months for the purge period. Weeks: Select the weeks for the purge period. Days: Select the days for the purge period.

Moderate or Complex

Minimum Purge Period

If a user has the ‘Extend purge date’ and ‘Shorten purge date’ permissions, they can change the Purge Date for individual documents.

This setting enables you to specify the earliest time from the Start Date to which users can change the Purge Date. The Start Date is the time a document is created or when a condition set on the Start Conditions tab is met (Moderate and Complex licenses only).

• Enter the minimum number of years, months, weeks, or days from the Start Date before the purge can commence.

Complex

Maximum Purge Period

This setting enables you to specify the latest date to which a user can change the Purge Date for a document, calculated from the Start Date.

• Enter the maximum number of years, months, weeks, or days from the Start Date before the purge can commence.

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Setting

Description

Required

License

Auto Move Period

The Retention feature enables documents to be moved to a new drawer and if required, updates the document index fields. Documents are not physically moved by this option – the Archive Storage Location specifies to where document files are moved and the Default Archive Period determines the Archive Date.

This setting enables you to configure the length of time from the Policy Start Date before documents with the Policy applied to them are moved. The destination drawer for the documents is selected in the Auto Move Mappings dialog box (see 4.9.1

Mapping Index Fields for Auto-Move Documents (Moderate and Complex Licenses

Only) on page 44).

If a Policy with an Auto Move Period configured has been applied to a document within a drawer, a destination drawer must be selected in the Auto Move Mappings dialog box for that drawer. Otherwise, the Retention Service will return an error message when attempting to move. If the destination drawer excludes certain document types and a document being automatically moved is one of the excluded types, it will not be moved.

If, following an auto move, the Policy applied to a document is changed and it also has an auto move configured, the second move will not take place; the auto move can only be performed once. However, you can manually remove the Policy and apply a new one that has an auto move set.

• Enter or use the arrows to select the period of time before applicable documents are automatically moved to the new drawer specified in Auto Move Mappings:

Years: Select the years before documents are automatically moved. Months: Select the months for the auto move period.

Weeks: Select the weeks for the auto move period. Days: Select the days for the auto move period.

Moderate or Complex

IMPORTANT: The destination drawer for an automatic move may itself have a

Retention Policy assigned. Take care when selecting a destination drawer; otherwise you may encounter unexpected results. It is recommended that you test the Auto Move feature before implementing in a live data environment.

Make this policy the system global default

Select this checkbox to make the policy the default policy for the database. When Retention is enabled, the system policy will be applied to all documents in all drawers except when documents are excluded by policies applied to a specific drawer, document type, folder or document.

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Setting

Description

Required

License

Policy Priority

Use the slider to set the priority for the policy to be processed by the Retention Service.

For Basic Licenses, higher-priority policies have their associated actions performed before lower-priority policies. See 6.2 Priority for Applying Retention Policies on page 57 for how policies are prioritised when applied to documents.

For Moderate and Complex Licenses, higher-priority policies will be applied to applicable documents before lower-priority policies and their associated actions will be performed first.

Retention actions for policies are performed in priority order for each drawer; drawers are processed in the order that they were created.

The highest priority (Max) is 1 and the lowest priority (Min) is 100. If two or more policies have the same priority, actions are performed for the policies in the order the policies were created.

Any

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4.5.2

Start Conditions Tab (Moderate and Complex Only)

Start Conditions are criteria that must be met by values in folder or document indexes before a Retention Policy is applied to a document or a Policy is activated, if already applied. If the conditions are met by a document with no Policy applied, the Policy will be applied when the Retention Service updates and the Retention ‘Start Date’ is set for the document. When the

conditions are met by a document with the Policy applied, the ‘Start Date’ is set for the document. When first opened, the Start Conditions tab in the New Policy dialog box shows the system and common index fields to which conditions can be assigned:

The common fields displayed are those that have been configured for your database. You can display the index fields for a drawer by selecting the required drawer from the Drawer drop-down list.

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A combination of conditions and values can be selected for different index fields and drawers; however, if you select multiple conditions, all must be met before the Policy is applied to a document or the Start Date is set. If you select a custom date field in Use this date field and define a condition, both must be completed before the Start Date is set. When users enter values in the index fields selected on this tab, the values do not have to be case-sensitive to match the conditions.

Table 8 describes the Start Conditions tab for a Retention Policy:

Setting

Description

Drawer

Select a drawer from this drop-down list to display its index fields in the grid underneath. This enables you to define conditions for index fields that are already in use in your system.

If you are defining conditions for multiple drawers, click Save Condition to save your changes for a drawer before moving to the next drawer. An asterisk (*) next to a drawer name indicates that a condition has been set up for the drawer.

Field This column displays the names of the index fields.

Condition In this column, click on the field and select the down arrow to choose a condition to apply to the Value entered for the index field. Conditions include ‘Contains’, ‘Equal to’, ‘Greater than’ and so on. Value Enter the value for the index field to which the condition should apply (and which must be met by

documents for the Policy to be applied or Start Date set).

Use this date field...

Select the date or field to be used for the Policy Start Date (from which Retention dates are calculated for documents) from this drop-down list:

Document Create Date: Select this to use the date the document was created as the Start Date

for the Retention Policy.

Policy Applied Date: Select this to use the date the Policy is applied to a document as the Start

Date,

<Custom Field>: If you have a date field configured as a common field or for a specific drawer, it

will be displayed in this drop-down list. This enables you to select a custom date field that will set the Retention Start Date to the date entered for a document in the custom field. If the field is left blank for a document, the Start Date will not be set for that document.

To display the custom date fields for a specific drawer, select that drawer first in the Drawer drop-down list.

Delete

Condition Click this button to clear the conditions set for system/common fields or for a specific drawer. Save Condition Click to save conditions set for system/common fields or for a specific drawer. You must save conditions set for each drawer in turn if setting up conditions for multiple drawers.

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4.5.3

Change Conditions Tab (Moderate and Complex Only)

Change Conditions can be defined on this tab in order to change the Policy applied to a document. When values that match the defined conditions are entered in the index fields associated with a document, the policy applied to that document is changed to the policy selected on this tab. When first opened, the Change Conditions tab shows the system and common index fields to which conditions can be assigned:

You can display the index fields defined for a drawer by selecting the required drawer from the

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Table 9 describes the Change Conditions tab:

Setting

Description

Drawer

Select a drawer from this drop-down list to display its index fields in the grid underneath. This enables you to define conditions for index fields that are already in use in your system.

If defining conditions for multiple drawers, click Save Condition to save your changes for a drawer before moving to the next drawer. An asterisk (*) next to a drawer name indicates that a condition has been set up for the drawer.

Field This column displays the names of the index fields.

Condition In this column, click on the field and select the down arrow to choose a condition to apply to the Value entered for the index field. Conditions include ‘Contains’, ‘Equal to’, ‘Greater than’ and so on. Value Enter the value for the index field to which the condition should apply (and which must be met by documents for the new Policy to be applied).

Change policy to...

This setting enables you to select the policy to be applied to documents when the documents meet the conditions defined for the current policy in the fields above.

• Select the policy to be applied to matching documents from the drop-down list. This policy must have already been created.

NOTE: If a policy has a condition associated with it to change to a new policy when the

condition is met, and that condition is then met, the Retention Start Date is determined by the new policy. If the condition is not met, the Policy is not changed and the original Policy’s Start Date applies.

Delete

Condition Click this button to clear the conditions set for system/common fields or for a specific drawer. Save Condition Click to save conditions set for system/common fields or for a specific drawer. You must save

conditions set for each drawer in turn if setting up conditions for multiple drawers. Table 9: Retention Policy Change Conditions Tab

4.5.4

Advanced Tab (Complex Only)

The Advanced tab in the New Policy and Policy Details dialog boxes enables you to configure a workflow process to approve the purging (deletion) of documents for a Retention Policy and to select the list of people who can approve the purge. Refer to 5 Purge Approval Process

(Complex License Only) on page 51 for more information and see 5.1.2 Approval Lists on page 53 for how to set up lists of approvers for the Purge Approval Process.

Documents in the Purge Approval Process go through a number of states to identify where they are in the process and these states are established by matching domain field values to the status values using the Map Domain Values setting. A default domain field called ‘Purge Status’ is created automatically when the Retention Feature is enabled, which you can use in the Purge Approval Process. This is already mapped to the status values in Map Domain Values by default.

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The Purge Approval Process is initiated when, with the Retention Service running, the Purge Date for a document is reached. The first approver in the Approval List is sent an email to notify them that their approval is required. See 6.12 Approving/Rejecting a Purge (Complex License Only) on page 77 for how to approve or reject a document purge in Document Manager.

Select the Advanced tab to display the approval settings for the Retention Policy:

Table 10 details the settings on the Advanced tab for a Retention Policy:

Setting

Description

Purge Status Domain

Select the domain to be used to determine the status of documents in the Purge Approval Process from the drop-down list. The system domain ‘Purge Status’ can be used here. The Purge Status domain has the values ‘Candidate’, ‘Marked’, ‘Approved’, ‘Rejected’ and ‘Archived’. The ‘Archived’ domain value is only used if a document is archived before it is ‘Marked’ for a purge (when the Purge Date is reached).

You can set up and use your own domain with different values to the Purge Status system domain field. See Creating a Custom Purge Status Domain on page 52 for how to do this.

Map Domain Values Use this setting to map the values of the selected domain field to the Purge Status values. Purge Approval List Select the approval list to be used for the purge approval process. See 5.1.2 Approval Lists on

page 53 for more on creating approval lists. Table 10: Retention Policy Advanced Tab

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