Retention and disposal policies determine the length of time that PIAs should remain on the platform (retention period) based on their values and ensure their corresponding disposition: total elimination, partial elimination (numerical sampling, selective emptying, sampling chronological, file deletion and metadata preservation), permanent preservation and transfer.
Retention means the period of time during which a particular PIA must be stored or archived on the platform.
By disposition, it is necessary to understand those processes associated with the determination of its destiny, that is to say, what actions can happen in the date specified in the policy:
- Total Deletion: This policy will delete the package with the specified identifier or all packages in the specified document series.
- Partial removal by numerical sampling: This policy also runs on packages based on certain package dates, and the archivist can choose to report a range of dates or time elapsed from a certain date. In this case you will be asked for the% of packages to keep. Once indicated, the platform will create the list of items to be removed by taking identifiers randomly from those that meet the initial conditions.
- Partial Disposal by Selective Emptying: This policy removes all documents that are part of a PIA that have the value "No" reported in the "Essential Document" field. If a file is left undocumented, the file and the entire PIA are deleted. Files that do not report whether or not a document is essential will not be affected by the policy.
- Partial elimination by chronological sampling: this policy will inform the end of the year on which the conservation will apply. The endings are entered, in case they are several, separated by commas. For example: 5, 7, 8, keep the packages created in the years ending in 5, 7, and 8 and delete the rest.
- File Deletion: This retention policy will allow you to delete the binaries (all in the package) while retaining the metadata. In the case of files, the user can choose whether to delete the metadata from the associated document as well. In the case of independent documents, the metadata would always be retained.
- Permanent retention: This policy does not take any action on packages, so packages in the specified series will not be removed or transferred.
- Transfer: The transfer is limited to packet transfers from one iArchive instance to the same. The only additional data to request is the recipient entity and fund. At the time this policy is executed, iArchive will perform the following actions with the packages:
- The system checks the consistency of the package to be transferred
- The system changes the background and us metadata in the policy
- Change the history by adding the transfer operation performed and the changes made to the metadata
- Seal the package