Retention Policy in Foxit DMS (Document Management System)

This article explains how retention policies work in Foxit DMS, including how they are configured at the organization level through the Admin Console and how they apply to files and folders within DMS.

What is a Retention Policy?

Retention Policy in Admin Console (Organization-Level)

Retention in Foxit DMS (File & Folder Level)

A retention policy defines how long files and folders are stored and what happens to them when the retention period ends.

Retention can be:

• Controlled centrally by your organization (Admin Console), or
• Managed at the file or folder level within DMS (if allowed)

Retention policies configured in the Admin Console apply across the entire organization. They define how long files and folders are retained and determine whether users can modify retention settings at the item level in DMS. These policies take precedence over any retention settings applied within DMS.

1. Go to Admin Console
2. Navigate to Settings
3. Select Product Configuration
4. Open Feature Settings
5. Select Foxit DMS
6. Choose a retention option

• Use System Default (7 Years)

All files and folders follow a default retention period of seven years.

• • Displayed as Default in DMS.
  • Retention End date is calculated as seven years from the file or folder’s creation date.
  • Users can modify retention settings at the file or folder level.

• Set Custom Period (in years)

This option allows administrators to define a fixed retention period for the organization.

• • The Retention End date in DMS is automatically calculated based on the file or folder’s creation date.
  • Users cannot modify retention settings for items governed by this policy.
  • When the retention period ends:
    • Items are moved to the Recycle Bin
    • Permanently deleted after 30 days if not restored

• Retain Permanently

When this option is selected, files and folders are retained indefinitely.

• • Displayed as Infinite in DMS.
  • No retention end date is applied.
  • Users cannot modify retention settings for these items.

Note: If an organization does not have access to the Admin Console, Foxit DMS follows the default retention policy (7 years).

In DMS, retention determines how long an item is kept and what action is taken when the retention period ends. The ability to edit retention depends on your organization’s policy configured in the Admin Console.

In DMS, the Retention value may appear as:

• Infinite: The item is retained indefinitely.
• Custom (date): A fixed retention period is applied, and the retention end date is displayed.
• Default (date): The item follows the system default retention period of 7 years, with a calculated retention end date.

When allowed by your organization’s policy, you can update retention settings for a file from the Details page. You can define a Retention End date and choose the action that should happen once the retention period ends.

Available actions include:

• Archive to Folder: Moves the file to a selected folder.
• Move to Recycle Bin: Moves the file to the Recycle Bin, where it is permanently deleted after 30 days if not restored.
• Delete Permanently: Permanently deletes the file when the retention period ends.

Folders support the same retention options as files. When retention is applied to a folder, the configured action applies to the folder and all files within it.

You can extend the folder’s retention settings to subfolders and their contents using the Apply to Subfolders option. When this option is enabled,

• Existing files and subfolders inherit the retention settings
• Items display an Inherited indicator
• New files and folders created within the parent folder automatically inherit the same retention settings

Files and folders inside a parent folder can inherit retention settings using the Inherit from Parent Folder option. When applied, the child item follows the same retention end date and post-retention action defined for the parent.

Items that inherit retention display an Inherited indicator next to the Retention field.

Note: If a file or folder already has its own retention setting, that setting takes priority and will not be overridden by retention later applied at the parent folder level, even if Apply to Subfolders is enabled.

Certain actions performed on a parent folder affect all items within it, regardless of individual retention settings.

• Permanently deleting a parent folder also deletes all files and subfolders inside it, even if those items had their own retention settings.
• Moving a parent folder to the Recycle Bin moves all child items with it, and retention policies no longer apply while the items remain in the Recycle Bin.
• Archiving a parent folder moves all contained items with it, but retention settings applied directly to child items continue to run.

If a file or folder is moved to the Recycle Bin before its retention period ends, the retention policy no longer applies. Items in the Recycle Bin are retained for 30 days, after which they are permanently deleted.