Documentation on removed documents in Next®

When you delete documents in Next® they no longer appear in searches and lookups. Though, selected users can still access the deleted documents. And also the complete business log including all previous revisions of the document. In a future update to Next®, you will even be able to recover the deleted document from your 'bin'. 

This is very convenient, but when you deal with GDPR sensitive documents, it is not acceptable. Once your legal argument for keeping a document containing personal information expires, you need to get rid of the document completely. In Next® you 'Remove' such documents. Depending on your interpretation of the GDPR you can or cannot keep a list of the documents you have deleted.  

This new feature allows Next® to create and archive such a list in Next®.

You define:

1) What documents are to be documented on the list

Default: all documents

You could restrict it to only include certain document types


2) What metadata should be included in the list

Default: all type specific data + document ID

You could specify the primary metadata information.


3) How is the access to this list restricted

Default: Data Processing Officer only


4) For how long do we keep the list

Default: 12 months


5) When the list expires

Default: Remove the list from Next®


6) What format

Default: Excel format


The business log

Once documents are removed, you no longer have any business log related to these documents. 

Future enhancements

Not planned.

For the techies

Be careful when you define your output. If you create an Excel list with all data, the list of removed documents may take up more more space than the original documents.  

Commercial terms and conditions

This feature is available as an additional, and separately priced, feature.  Any consultancy assistance will be invoiced in addition. 

Disclaimer

Despite our best efforts, we may be forced to change both content and expected delivery of future product updates without notice.


This feature awaits commercial approval.

Details

Title:

Documentation on removed documents in Next®

Type:

New feature

Status:

In planning

Expected release:

Not yet allocated

Affected products:

Next® Bank Statements
Next® Contracts
Next® Emails
Next® Enterprise Archive
Next® ExCustody
Next® Invoices
Next® Mailroom
Next® Processes

Audience:

End user
Admin
Consultant

Classification:

Public 

Responsible product manager:

Kim Hellum

Updated:

29.01.2021

By:

Kim Hellum