JobRouter® Archive : Document management made easy with an integrated digital archive

What does the limit of 5 million documents refer to? Does it apply to all documents ever stored - including deleted ones - or only to active documents?

The limit refers to the currently active documents in the archive. For example, if 4 million documents have already been stored in the JobRouter® archive, 1 million additional documents can still be stored. If 2 million documents are no longer subject to retention requirements and are deleted, the number of documents that can still be stored increases to 3 million. Storage capacity is therefore based on active usage, not total historical storage.

Before the limit is reached (starting at 90%), system administrators receive a corresponding notice every time they log in, as well as regularly through the Admin Monitor and the Admin Monitor email. Once the limit is reached, no additional documents can be archived, and administrators receive an error message through the same channels. For users, the upload button in the archive is grayed out and can no longer be clicked. Uploads are also no longer possible via the REST API or through processes.

In general, you have three options for managing retention periods:

1. The deletion date is defined at the time of archiving
2. Individual deletion of documents
3. The deletion date becomes known during the document lifecycle

The deletion date is known at the time of archiving

In that case, it is advisable to set the deletion date using a system activity. The system then automatically takes care of deleting the document, and your storage capacity adjusts automatically.

We recommend the following approach: 

Using the “Deletion date” option, you set the deletion date when creating the archive entry. You can find detailed instructions in the manual at: https://portal.jobrouter.com/documentation/en/5.2/designer/designer_einstellungenundparameterfurdokumentbezogenefunktionen.html or follow the path: Process Designer / Settings and parameters for document-related functions / Deletion date.

Individual deletion of documents

If automated deletion was not set up in advance, documents can be filtered by age and document type, individually reviewed, and deleted. In addition, bulk deletion can be carried out.

Under "Manage archive -> Archive -> Details," the option "Irreversible deletion" can be enabled instead of a deletion flag so that this data is deleted permanently. More information is available in the manual at https://portal.jobrouter.com/documentation/en/5.2/administrator/admin_archiveverwalten.html or follow the path: Administrator / Manage archives / Irreversible deletion.

The deletion date becomes known during the document lifecycle

Using JobRouter’s built-in tools, the deletion date can only be defined during archiving and cannot be changed afterward. There are two options for handling this:

Solution option 1:

• If the deletion date needs to be changed afterward, it must be corrected in the database. The deletion date is defined in JRDOCUMENTREVISIONS. There is no linked column. Only the "delete_date" field is affected. 
• You should create a backup beforehand to be on the safe side. It may also be necessary to consult a database specialist. Our consulting team can also assist you through a paid service engagement.

Solution option 2:

• Create a process for managing rules based on the document class and the triggering event that determines the deletion date. The process can be started automatically on a regular basis. For this, the JobRouter® archive system activity "Delete document" is used: https://docs.jobrouter.com/2024.4/en/designer/designer_jobarchive.html
• If this option is of interest to you but you do not want to develop the process yourself, please contact our team. We have developed an automated process for exporting archive documents with automatic start and end, as well as seamless resumption after the last downloaded document, which we could adapt for this purpose.