Recycling Bin

Alerts and notices

When you choose the Administration > Manage RecordsFlow option, you enter the Recycling Bin (Recycle Management tab) by default. You can restore deleted documents and permanently delete (purge) documents from the Recycling Bin.

Restoring documents

Documents that have been deleted by your GoFileRoom users are found under the Documents heading. Documents that have already been permanently purged will not appear on this list. These documents are the same documents that are recorded as Deleted Docs in the Document Tracking report.

Note: Restoring documents does not require the approval of multiple users. Only one administrator or record manager is needed.

  1. Select the drawer from the Drawer field.
  2. Mark the checkboxes of the documents that you wish to restore.

    Note: The RecordsFlow search displays 20 items per page. You can select items on multiple pages to be restored.

  3. Right-click and choose Restore Document, then click OK.

Notes

  • Documents are restored to their original drawer with their original indexes.
  • Documents are immediately available after you restore them.

Manually deleting documents

The permanent deletion of documents is accomplished similarly to restoring a document.

Note: The purging of documents requires two administrators or record managers. These two users will be required to provide their authentication credentials in order to proceed with the deletion process.

  1. Select the drawer from the Drawer field.
  2. Mark the checkboxes of the documents that you wish to delete.

    Note: The RecordsFlow search displays 20 items per page. You can select items on multiple pages to be purged.

  3. Right-click and choose Purge Document(s), then click OK to confirm the purge.

    If a document is purged, it is permanently deleted and can not be restored.

  4. Two Administrators or Record Managers must enter their authentication credentials to approve this action.
  5. Click OK.

The manual deletion will take place immediately.

Automatically deleting documents

Your organization may also create an automatic purging policy for each drawer within GoFileRoom. The policy is enforced by the amount of time a deleted document has been in the Recycling Bin.

Note: The purging of documents requires two administrators or record managers. These two users will be required to provide their authentication credentials in order to approve the automatic deletion policy.

  1. Select a drawer from the Drawer field.
  2. Click the Change button to make the automated purge options available.
  3. Choose the Automatically purge documents that are in the Recycle Bin for more than option.
  4. Specify the timing criteria for this policy by entering a single- or double-digit number and selecting the interval. Intervals are segregated by days, weeks, months, and years.
  5. Click Save. You will be prompted with a confirmation message.

    Documents that are purged will be permanently deleted and can not be restored.

  6. Two Administrators or Record Managers must enter their authentication credentials in order to approve this action.
  7. Click OK.

    Note: The purge action will not be performed immediately. Instead they will be permanently deleted overnight.

After the screen refreshes, any documents in the Recycle Bin that were deleted by your users prior to the policy's time interval selected will be identified in orange. These highlighted documents are scheduled to be deleted overnight.

Because document records may comply with the approved policy every day, the list of highlighted documents will change on a daily basis. It is recommended that record managers review this list as often as deemed necessary.

Related articles

RecordsFlow overview

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