Understanding Records Retention Policy Lifecycle

Records Retention Policies help an organization manage how long OWL records are kept, when they become read-only, and when they are removed. They support records-management requirements, internal policy, and compliance obligations while helping prevent records from being removed prematurely.

This article explains the lifecycle of a retained record, how linked records are handled, and the roles of retention, legal hold, Trash, and audit history.

What is a Retention Policy?

A retention policy defines the lifecycle dates for a record:

An administrator configures the policies available to the organization. An authorized user can select an applicable policy when creating a record and, where permitted, update it later.

Records that can use a Retention Policy

Retention can be applied to supported OWL record types, including:

• Cases
• Subjects
• OWLdocs
• Searches
• Forms
• Tips & Leads
• Reports

Available record types and policy options are determined by the organization’s configuration.

Record lifecycle

Active → Archived → Delete → Permanently Deleted

Active

The record remains available to authorized users, according to its normal access permissions.

Archived

When the archive date is reached, the retention process changes the record status to Archived. An archived record is read-only. Authorized users can view it, but cannot edit it or start new activity from it, such as a new search on an archived case or subject.

Delete

When the delete date is reached, the record moves to Trash. It is no longer available to normal users. Administrators can review and restore it during the organization’s configured recovery period.

Permanently deleted

At the end of the recovery period, the record is purged and cannot be recovered. OWL retains an audit entry for the lifecycle action, including the action taken and the date and time it occurred.

How retention actions are processed

The Data Retention Scheduler is a background process that evaluates records with retention policies. When a record reaches an applicable lifecycle date, the system:

1. Updates the record’s status to Archived or moves it to Trash.
2. Evaluates any linked records and their OWL Compliance settings.
3. Sends configured lifecycle notifications.
4. Records the action in the audit log.

Each record is evaluated against its own policy dates.

Linked records and OWL Compliance

Cases can have linked subjects, documents, forms, and searches. When records are linked, the OWL Compliance setting determines whether the linked record keeps its own compliance and retention policy or follows the parent record’s compliance and retention policy.

For example, when a document follows a case’s OWL Compliance, the document is archived and moved to Trash along with the case. When the document retains its own OWL Compliance, it is detached when the case is archived or deleted and follows its own policy.

For nested relationships, OWL evaluates the OWL Compliance setting at each link. A document linked to a subject and a subject linked to a case may therefore follow the case, the subject, or its own policy depending on those settings.

What Happens When a Legal Hold Is Applied?

A Legal Hold temporarily suspends all automated retention actions for a record, regardless of whether the archive or deletion timer has expired.

While a Legal Hold is active:

• Archive actions are paused.
• Deletion actions are suspended.
• Retention timers do not trigger lifecycle actions.
• The record remains protected until the Legal Hold is removed.
• Users with appropriate permissions can continue to access the record according to organizational security policies.

This ensures records required for litigation, investigations, audits, or regulatory reviews are preserved until they are no longer legally required.

What Happens After a Legal Hold Is Released?

Once the Legal Hold is removed, OWL resumes evaluation of the applicable retention policy.

If the archive or deletion retention period has already expired while the Legal Hold was active:

• OWL evaluates the record against the configured retention policy.
• The applicable archive or deletion action becomes eligible for execution.
• The appropriate retention action is performed according to the organization's configured retention processing schedule.

If the retention period has not yet expired, the record continues through its normal retention lifecycle until the configured retention period is reached.

Compliance Precedence

A record may be governed by multiple compliance requirements simultaneously.

For example:

• Retention Policy
• 28 CFR Part 23 Compliance

When multiple compliance rules apply, OWL requires administrators to define a Compliance Precedence setting.

The selected precedence determines which compliance rule controls the record's lifecycle actions, ensuring that archive and deletion operations are applied consistently and in accordance with organizational policy.

Restoring a record from Trash

During the configured recovery period, an administrator can restore a record from Trash. Restoring returns the record to an active state; the administrator should then review its retention policy and linked-record relationships before making further changes. Restores are captured in the audit log.

After permanent purge, the record cannot be restored.

Retention Processing Workflow

The record lifecycle follows this sequence:

1. A retention policy is assigned to the record.
2. Archive and deletion timers begin based on the configured retention period.
3. OWL continuously evaluates the record against its retention policy.
4. If a Legal Hold is applied, all retention actions are suspended.
5. After the Legal Hold is released, OWL re-evaluates the record.
6. When retention conditions are met, the appropriate archive or deletion action is performed according to the configured policy and compliance precedence.

Notifications

When retention-related lifecycle events occur, OWL can generate notifications based on the organization's notification configuration.

Depending on the configured notification settings, administrators and/or record owners may receive notifications for events such as:

• Record archived
• Record scheduled for deletion
• Record permanently deleted
• Retention policy updates
• Legal Hold applied
• Legal Hold released

Notification delivery methods (such as Email or Web UI notifications) are controlled through the organization's Notification configuration.

Audit History

All retention-related lifecycle activities are recorded in the OWL audit history to provide a complete compliance trail.

Typical audit events include:

• Retention policy assigned or updated
• Archive action completed
• Deletion action completed
• Legal Hold applied
• Legal Hold released
• Compliance precedence changes
• Administrative updates to retention policies

These audit records help organizations demonstrate compliance during internal reviews, external audits, and regulatory inspections by providing a complete history of record lifecycle activities.

Note: The exact timing of automated archive and deletion operations depends on the organization's configured retention processing schedule. Once a record becomes eligible and no Legal Hold or higher-precedence compliance rule prevents processing, OWL executes the applicable retention action automatically.

Permissions

Retention actions are governed by role-based permissions.

Administrators must use overrides carefully. Any permitted manual archive, delete, restore, or policy change should be fully auditable.

Examples

Case and subject that follow the same lifecycle

A subject is linked to a case and follows the case’s OWL Compliance. When the case reaches its archive date, the subject is archived with it. When the case reaches its delete date, the subject moves to Trash with it.

Case with an independently retained document

A document is linked to a case but retains its own OWL Compliance and retention policy. When the case is deleted, the document is detached rather than deleted with the case. The document remains available until its own policy reaches the next lifecycle date.

Case under legal hold

A case reaches its delete date while a legal hold is active. OWL does not move the case to Trash until the legal hold is released and all other applicable governance requirements allow the action.

Frequently asked questions

Can I delete a record before its retention date?

Normally, no. A retention policy is intended to prevent early deletion. Any exception must be limited to authorized administrative action and remain fully audited.

What happens to a linked search, form, or document when a case is deleted?

The linked record follows the parent when it is configured to follow the parent’s OWL Compliance. When it is configured to retain its own OWL Compliance, it is detached and continues under its own policy.

Can I change a retention policy after a record is created?

Yes, if your role has the required permission and the change complies with the organization’s governance rules.

Are deleted records recoverable?

Records can be restored only while they remain in Trash during the configured recovery period. They cannot be recovered after permanent purge.

Does Legal Hold override a retention policy?

Yes. A legal hold blocks lifecycle actions that would archive or delete the held record until the hold is released.