Who is this article for?

Administrators responsible for managing Documents.

Data Retention permissions are required.

To help you comply with data retention policies regarding end of life for certain files, you may delete entire documents, including all past revisions, or only specific older revisions.

When choosing either option, the file (.docx, .xlsx, etc.) is completely removed from the system, and all data surrounding it, including Custom field data, is removed. To provide oversight, some details are retained: document ID, Title, the name of the person deleting, the deletion reason, and date the deletion occurred.

1. Deleting a Document

To delete a Document:

1. Open a Document.
2. Click Actions.
3. Select Delete.

4. Enter a Deletion Reason.
5. Click Continue.
6. Enter the Document ID to confirm the request.
7. Click Delete.

This will delete the Document, including all revisions. You cannot undo this action, but the event can be reviewed using the Data Retention Activity report.

Reusing a deleted document number

It's not possible to reuse a document number that was assigned before, even if the original document has been deleted. Document numbers (or IDs) in Ideagen Quality Management (Core) are designed to be unique and permanent to support traceability and comply with audit and regulatory requirements.

2. Deleting a Revision

To delete a revision:

1. Open a Document.
2. Click Properties.
3. Switch to the History tab.
4. Click Delete next to the specific revision.

5. Enter a Deletion Reason.
6. Click Continue.
7. Enter the Document ID to confirm the request.
8. Click Delete.

This will delete the revision, including all previous revisions. You cannot undo this action, but the event can be reviewed in the History tab, as well as the Data Retention Activity report.