Enterprise Content Management (ECM) Systems

Vendor Products (under Master Contracts)...

Checklist for Evaluating Retention Capabilities in Software

Key considerations when evaluating software solutions (such as databases, systems, apps, etc.).

Has your agency identified the retention requirements for the records created/captured by the software?
Can the software retain records for their minimum retention period?
Can retention periods be adjusted if requirements change?
Can the software destroy records that have met their retention?
Can it apply simple retention based on the date created?
Can it apply complex retention based on future events, such as end of calendar/fiscal year, termination of contract, or employee separation from the agency?
Can you review records eligible for destruction or are they automatically deleted?
Can records destruction be delayed or suspended for public records requests and/or legal holds?
Is deleting records a standard function of the software?
Are additional modules, upgrades, vendor support, and/or other expenses needed to destroy the records?
Can the software export records?
Can the records be migrated to other software?
Can the software export archival records for transfer to the Archives?
Is exporting records a standard function of the software?
Are additional modules, upgrades, vendor support, and/or other expenses needed to export the records?