Documents · Reports & controls · 5 min read

Track expiries, retention and storage

Use the Expiring documents, Retention register and Storage usage reports to keep papers current and to know what you hold.

Before you begin

You need dms.view. Every report shows only files you are allowed to see, across every store.

Expiring documents

1. Open Documents > Reporting > Expiring documents.
2. Choose Within: 30, 60, 90, 180 or 365 days. The default is 90.
3. Read the list, sorted by expiry date from earliest: Name, Linked record, Classification, Store, Expires, State.
4. Click a row to open the document.

The list includes other modules' papers, such as employee passports and vehicle registrations, as well as library files. Example: files expiring in 20, 50 and 100 days and one that expired last week. Within 30 days shows two (the expired one and the 20-day one); within 90 days shows three.

To renew a licence, upload the renewed file as a new version and update Expires; it then drops out of the report. See Edit details, add versions and archive a document.

Retention register

Open Documents > Reporting > Retention register. It lists every active library file with its classification, expiry, legal hold (and reason) and number of versions. A second list, Disposed - tombstones, shows files whose content has been deleted. The menu is hidden when Retention and disposal is off.

Storage usage

Open Documents > Reporting > Storage usage. It shows the files you can see and the bytes held across every store, by store and by kind of file. Identical files are counted each time, so the total can exceed the real storage used even though the bytes are stored once.

Good to know

• The Expiring tab on the library lists active files only. The report also includes archived files that are not disposed, so the two can differ.
• Files you cannot read are never counted, so two people may see different totals.