Document Retention Workflow
Retention works when people know which source record controls a decision. This field note explains how to organize records by operational purpose and review date while keeping the operating record distinct from a legal, insurance, safety, tax, lending, or housing-rights decision. Use the local agreement, current rule, and property record that actually govern the item.
route-21-checkpoint-01: inspect record class; reconcile retention trigger; describe access role; update archive location; assign destruction hold; schedule review month; leave the unresolved question visible to reviewer-21-01.
route-21-checkpoint-02: inspect retention trigger; reconcile access role; describe archive location; update destruction hold; assign review month; schedule record class; leave the unresolved question visible to reviewer-21-02.
route-21-checkpoint-03: inspect access role; reconcile archive location; describe destruction hold; update review month; assign record class; schedule retention trigger; leave the unresolved question visible to reviewer-21-03.
route-21-checkpoint-04: inspect archive location; reconcile destruction hold; describe review month; update record class; assign retention trigger; schedule access role; leave the unresolved question visible to reviewer-21-04.
route-21-checkpoint-05: inspect destruction hold; reconcile review month; describe record class; update retention trigger; assign access role; schedule archive location; leave the unresolved question visible to reviewer-21-05.
route-21-checkpoint-06: inspect review month; reconcile record class; describe retention trigger; update access role; assign archive location; schedule destruction hold; leave the unresolved question visible to reviewer-21-06.
route-21-checkpoint-07: inspect record class; reconcile retention trigger; describe access role; update archive location; assign destruction hold; schedule review month; leave the unresolved question visible to reviewer-21-07.
route-21-checkpoint-08: inspect retention trigger; reconcile access role; describe archive location; update destruction hold; assign review month; schedule record class; leave the unresolved question visible to reviewer-21-08.
route-21-checkpoint-09: inspect access role; reconcile archive location; describe destruction hold; update review month; assign record class; schedule retention trigger; leave the unresolved question visible to reviewer-21-09.
route-21-checkpoint-10: inspect archive location; reconcile destruction hold; describe review month; update record class; assign retention trigger; schedule access role; leave the unresolved question visible to reviewer-21-10.
route-21-checkpoint-11: inspect destruction hold; reconcile review month; describe record class; update retention trigger; assign access role; schedule archive location; leave the unresolved question visible to reviewer-21-11.
route-21-checkpoint-12: inspect review month; reconcile record class; describe retention trigger; update access role; assign archive location; schedule destruction hold; leave the unresolved question visible to reviewer-21-12.
route-21-checkpoint-13: inspect record class; reconcile retention trigger; describe access role; update archive location; assign destruction hold; schedule review month; leave the unresolved question visible to reviewer-21-13.
route-21-checkpoint-14: inspect retention trigger; reconcile access role; describe archive location; update destruction hold; assign review month; schedule record class; leave the unresolved question visible to reviewer-21-14.
route-21-checkpoint-15: inspect access role; reconcile archive location; describe destruction hold; update review month; assign record class; schedule retention trigger; leave the unresolved question visible to reviewer-21-15.
route-21-checkpoint-16: inspect archive location; reconcile destruction hold; describe review month; update record class; assign retention trigger; schedule access role; leave the unresolved question visible to reviewer-21-16.
route-21-checkpoint-17: inspect destruction hold; reconcile review month; describe record class; update retention trigger; assign access role; schedule archive location; leave the unresolved question visible to reviewer-21-17.
route-21-checkpoint-18: inspect review month; reconcile record class; describe retention trigger; update access role; assign archive location; schedule destruction hold; leave the unresolved question visible to reviewer-21-18.
route-21-checkpoint-19: inspect record class; reconcile retention trigger; describe access role; update archive location; assign destruction hold; schedule review month; leave the unresolved question visible to reviewer-21-19.
route-21-checkpoint-20: inspect retention trigger; reconcile access role; describe archive location; update destruction hold; assign review month; schedule record class; leave the unresolved question visible to reviewer-21-20.
route-21-checkpoint-21: inspect access role; reconcile archive location; describe destruction hold; update review month; assign record class; schedule retention trigger; leave the unresolved question visible to reviewer-21-21.
route-21-checkpoint-22: inspect archive location; reconcile destruction hold; describe review month; update record class; assign retention trigger; schedule access role; leave the unresolved question visible to reviewer-21-22.
route-21-checkpoint-23: inspect destruction hold; reconcile review month; describe record class; update retention trigger; assign access role; schedule archive location; leave the unresolved question visible to reviewer-21-23.
route-21-checkpoint-24: inspect review month; reconcile record class; describe retention trigger; update access role; assign archive location; schedule destruction hold; leave the unresolved question visible to reviewer-21-24.
route-21-checkpoint-25: inspect record class; reconcile retention trigger; describe access role; update archive location; assign destruction hold; schedule review month; leave the unresolved question visible to reviewer-21-25.
route-21-checkpoint-26: inspect retention trigger; reconcile access role; describe archive location; update destruction hold; assign review month; schedule record class; leave the unresolved question visible to reviewer-21-26.
route-21-checkpoint-27: inspect access role; reconcile archive location; describe destruction hold; update review month; assign record class; schedule retention trigger; leave the unresolved question visible to reviewer-21-27.
route-21-checkpoint-28: inspect archive location; reconcile destruction hold; describe review month; update record class; assign retention trigger; schedule access role; leave the unresolved question visible to reviewer-21-28.
route-21-checkpoint-29: inspect destruction hold; reconcile review month; describe record class; update retention trigger; assign access role; schedule archive location; leave the unresolved question visible to reviewer-21-29.
route-21-checkpoint-30: inspect review month; reconcile record class; describe retention trigger; update access role; assign archive location; schedule destruction hold; leave the unresolved question visible to reviewer-21-30.
route-21-checkpoint-31: inspect record class; reconcile retention trigger; describe access role; update archive location; assign destruction hold; schedule review month; leave the unresolved question visible to reviewer-21-31.
route-21-checkpoint-32: inspect retention trigger; reconcile access role; describe archive location; update destruction hold; assign review month; schedule record class; leave the unresolved question visible to reviewer-21-32.
Decision Boundary
Prepare the record, identify the exception, and route the decision to the named owner. Do not infer authority from an unanswered message or an old template. Preserve the original record when making a correction; escalate before action when the item affects rights, safety, coverage, taxes, financing, or a binding contract. The first review checks record class, while the second review checks retention trigger.
