Retention Schedules

A robust retention schedule is essential for good information governance.

The growing volumes of information retained by organizations are exposing them to ever increasing costs and risks.

Taking a defensible approach to disposition means that your retention policies should take into account legislative and legal requirements, business and community requirements.

Typically developing a retention schedule takes months of work. Much of this work is repetitive – uploading data, recording links to legislation and business requirements, formatting and outputting reports for presentation to stakeholders. Using a.k.a.® will significantly reduce the workload.


a.k.a.® templates are purpose built for developing retention schedules and have been designed to deliver industry standard reports and exports. Our templates are built to comply with ISO 15489 standard for records management, following the DIRKS methodology, linking records classes to business activities and to legislation specifying record keeping requirements. You can easily modify these templates to meet your own requirements or you can configure a.k.a.® to create designs that suit your organization.

Importing schedules

a.k.a.® ‘s powerful mapping tools make importing a breeze. Our CSV mapping tools enable you to quickly import spreadsheet based retention schedules.

Manage multiple schedules

With a.k.a. you can manage current and legacy data within the same database. Legacy elements, entities and schemes can be mapped to current (and future) elements, entities and schemes through relationships, (e.g. supersedes/superseded by, use/use for). In this way a.k.a..® 3 connects the PAST, the PRESENT and the FUTURE

Publishing schedules

Retention schedules have multiple audiences. As a.k.a.® provides so many publishing options, you can cater for all requirements.

During development

  • Records owners will want to review retention periods
  • Legal counsel and regulators will want to review links to legislation and other stakeholders requirments

Following approval

  • The eCM team will need to import the schedule into the eCM software, either
  • You may also want to publish the schedule onto the web to enable access to all enterprise users.

Integration with eCM

a.k.a.®’s export tools enable export to TXT, XML, CSV. We use XSL templates to transform data into customized CSV and XML formats for import into eCM and other information systems. We can provide templates to transform XML for import into:

  • SharePoint
  • Objective
  • HP RM (TRIM)
  • Oracle URM
  • OpenText
  • and more

Through API’s and web services, schemes in a.k.a.® can be loaded directly into SharePoint Term Store (Managed Metadata) and into HP RM (TRIM).

Easy online publishing

Making your glossary accessible to your stakeholders is crucial for adoption and use. Our Interactive Report Templates make it easy for you to publish online in formats that will engage your users. Inbuilt search and filtering features along with hyperlinked relationships make it easy for users to engage and find what they are looking for.

Pin It on Pinterest