Document Retention

Automate your document retention management policies with Centralpoint. Centralpoint empowers you with easy to use tools to define each of your many retention policies, including custom filters, queries, and start and end dates. Centralpoint also stores information about each of your storage repositories, supporting connections to Shared File Folders, SQL, Oracle, IBM and even web services to third party providers like Workday, Citibank, ADP and others.

Centralpoint's scheduled feature will visit each of these silos at a frequency you select to find any record which is considered to be expired, based upon your retention policies. Any files detected can be routed to the appropriate adiministrator to authorize the destruction of those records; and when approved, Centralpoint will destroy all records from each system recording each step.  Centralpoint (Automated) Document Retention Policy Management helps you to remain compliant on a continual basis.

Live chart of types of documents detected or deleted:

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The list below shows the current document retention management policies set up for this site. These records are managed within the Client Console, under 'Retention Policies', which allow you to manage the rules over which documents may be retained for what period of time. Based upon these rules, Centralpoint will check your many disparate systems ,both structured (Oracle, IBM, SQL, ODBC, others), and unstructured (File folders, containing PDF, Images, PPT, Word), in which to compare against your rules. It will return to your administrators, a report daily, that, when approved, will record the authorization of these deletions, and then Centralpoint (post authorization) will delete these documents from these silos, also reporting 'when' these records have been deleted. 

Title	Action	After	Taxonomy
Abstracts, Real Estate	Report	1 Years
Agendas and Notices	Report	1 Years
Annexation and Deannexation Records	Report	1 Years
Appointment Files	Report	1 Years
Audit Reports File (External)	Report	1 Years
Bonds	Report	5 Years
Budget Amendments 11 O.S. § 17-216	Report	1 Years
Budget, Debt (Sinking Fund) Service Budget	Report	1 Years
Building Plans (City-Owned)	Report	1 Years
Business Improvement Districts	Report	1 Years
Campaign Reports	Report	4 Years
Certificate of Election Results	Report	4 Years
City Charter	Report	1 Years
City Code	Report	1 Years
City Manager or General Manager Report	Report	1 Years
City Policies	Report	1 Years
City Seal (Current and Past City Seals)	Report	1 Years
Claims 51 O.S. §§ 151 et seq.	Report	5 Years
Claims and Payroll Docket	Report	1 Years
Codes	Report	1 Years
Collective Bargaining Agreements	Report	1 Years
Conflict of Interest forms	Report	4 Years
Contracts, Leases, and Agreements	Report	5 Years
Deeds	Report	3 Years
Easements, Public Rights-of-Way	Report	1 Years
Election Expense Statement	Report	5 Years
Election Files (Council Election, Charter)	Report	1 Years
Emergency Operations Plan	Report	1 Years
Federal Rebate Claim Files	Report	3 Years
Gift Disclosure Form	Report	1 Years
Human Resources (formerly Personnel) Policies	Report	1 Years
Insurance Policy File	Report	1 Years
Oaths of Office	Report	1 Years
Open Records Request and Response Log	Report	1 Years
Ordinances	Report	1 Years
Ordinances and Public Notice Publication Books	Report	1 Years
Pension Records	Report	5 Years
Petitions (Initiative Referendum)	Report	2 Years
Petitions (Miscellaneous)	Report	2 Years
Petitions (Recall)	Report	1 Years
Petitions (Taxpayer Written Demands)	Report	1 Years
Plans	Report	1 Years
Police Policies and Procedures Manual	Report	1 Years
Pre-Qualification Files	Report	5 Years
Publication Affidavits	Report	1 Years
Real Estate Purchase Contracts	Report	1 Years
Schedule of Annual Meetings	Report	2 Years
Special Assessment Files	Report	15 Years
Standard Specifications for Construction of Public Improvements	Report	1 Years
Surplus Property Resolution	Report	5 Years
Tax Increment Financing Report (TIF)	Report	5 Years
Trust Indentures	Report	1 Years

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Here are samples of common document retention policies. These rules can change drastically based upon your industry type, and changing regulations. Do not use these in place of any legal advice, they are merely to demonstrate the many policies in place for most industries today.

Businesses are required by law to retain confidential client, employee, and company information for a minimal amount of time. But many documents eventually outlive their purpose, and holding onto them for too long puts you at risk of a security breach and non-compliance with today’s privacy legislation. How long you store business records should be determined by a retention schedule that balances each record’s usefulness with the legal requirements. This schedule will depend on the type of business and the lifecycle of specific documents.

Below is a document retention schedule that outlines how long you should hold on to important documents. After their retention period is complete, you should ensure that they are securely destroyed by a third-party information security provider. Please note that these recommendations on document retention are general guidelines only. They are not intended to represent legal advice. Contact your legal expert(s) or federal, state or provincial government to ensure you are following current legal requirements for your area.

* Retention periods begin after the termination, expiration, disposal, etc., of the item.