The operating problem
Deleting a file from one folder rarely removes every copy. Begin with an inventory of stores, backups, logs, and processors. A retention rule needs a purpose, an owner, a clock start, and exceptions.
Use your own working copy
The free workbook for this process opens in a browser and works offline after download. It includes editable checks and notes, a text export, and a print view. It is a planning resource: it does not send messages, read account data, or run actions in business systems. No vendor account is needed to use the workbook.
Map the process
1. Inventory references
List approved systems and record categories with opaque IDs. Do not scrape every accessible folder without a defined scope.
2. Calculate eligibility
Apply the firm-approved rule to the correct start event. Unknown dates and missing categories require manual review.
3. Check holds and exceptions
Re-check active holds, disputes, and matter status at review time and again immediately before a removal action.
4. Create a deletion proposal
Show scope, affected systems, backup limitations, and approval requirements. The starter stops here.
5. Verify the authorized action
If separately implemented, record the authorized operator and outcome. Verify processor responses and document any retained backup copies.
Information to check
These reference fields describe the process. Use invented values while planning. Keep real records in an appropriate private system; the public website does not need them.
| Reference field | Working record | Check before progressing |
|---|---|---|
| record_category | retention_rule | Approved policy only |
| retention_start | clock_start | Use the correct business event |
| hold_status | blocker | Unknown means do not delete |
| proposal_id | approval_reference | Scope-specific approval |
| processor_response | verification_reference | Track incomplete removal |
Acceptance checks
- An active hold blocks eligibility.
- A missing start date creates review.
- A newly applied hold cancels an approved proposal.
- The starter performs no destructive action.
Walk through a successful example, a duplicate, a missing item, an incorrect match, and an interrupted handoff with synthetic records. Record the expected result, observed result, owner, and recovery action. Checklists record your work; checking a box does not establish that an external action happened.
Ownership and review
Name the person responsible for the process and the person who can resolve an exception. Define which decisions require qualified professional review. Use stable references, limit access to private records, and document when work must stop. Educational material does not establish legal, accounting, tax, security, or regulatory compliance.
Run a measured pilot
Choose a small, reversible sample. Measure handling time, waiting time, review, rework, and errors before changing the process. Include the effort of maintaining the new method. Expand only when the observed result meets your acceptance criteria; a longer checklist is not proof of improved performance.
Use the free workflow planner to define your next step, or compare the assumptions in the opportunity calculator.