We have over 700 documents that are not linked to a process map. They may be old documents that are no longer used and there is concern that staff maybe accessing documents via Process Manager. Does anybody else regularly audit their documents and archive those that are linked to a process map?
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HI @mpeal
We recently did a restructure of our groups and found a lot of documents not linked to processes but sitting within groups still - so I asked a similar question. Below is one response, which might help you going forward. Plus we have started to put these into our archiving process - when a process is archived the documents will be removed - otherwise they stay but are not linked to a published process.
Reply:
“A bit late to the party on this one, we were doing a review on documents as well, but then found that documents linked to UNPUBLISHED processes would appear in our extract list BUT with no process links. We were just about to do a bulk deletion before we stumbled across this anomaly”
Hope that helps.
Erin
Good to know, thank you.
One suggestion I have given recently to a similar situation was about a more long term best practice to enable "document review dates" through Admin > Configure > Documents, as they can avoid the above situation of gathering a large number of documents to go through. You can set up a specific document review frequency with the default being 12 months.
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