Relevant Documents

This tool is meant to handle the retention workflow of all the documents in the company.

This includes documents from 6 different departments - Corporate, Finance, Human Resources, Environment, Health & Safety, Information Technology - across many countries (different languages).

Each department has many different subcategories of documents. For example, Finance has Accounting Records, Annual Reports & ESG, etc - total of 9 subcategories.

The retention schedule rule was given as an excel sheet containing columns for the department, subcategory, examples of the subcategory, retention period in months or years (possibly indefinite) and country deviations.

Country Deviations are the deviations from the normal retention schedule for specific countries.

For example, documents of the subcategory HUM08: Background Checks have a normal retention period of 2 years, but Country Deviations

China: permanent

United Kingdom: 6 months

Hence, each document must be correctly classified into a subcategory, its date of creation must be extracted from its contents and its expiry date must be calculated based on the retention schedule rules and country deviations.