To facilitate the departments in housekeeping content archived to the ECM platform, a reminder notice will be sent to the department upon archived document’s retention period expires. To allow this service to be implemented, the ECM platform has been enhanced to allow admin staff to tag archived document records with the following mandatory attributes:
- Document owning department
- Use classification (public/internal use only/confidential)
- Contain Personal Identifiable Information (PII) Yes/No
- Retention period (1 to 7 years)
Commencing from 1 September 2025, all new documents uploaded to the ECM platform for archive lockdown will be required to include the above attributes.
For existing archived documents, the ECM support team will assist the department to add the required attribute tags via a batch process, based on default inputs from department for each archive document folder. The ECM support team will contact department admin staff in advance on details and specific timeline for adding the new attributes to associated archived records.
Purpose of retention period expiry reminder
Provision of retention period reminder notices to the archive document owning department on the ECM system enables better management of the data lifecycle—from creation, lockdown for archive, and storage to final disposal. This process ensures that documents are managed in accordance with university policies and legal requirements, while also enhancing administrative operational efficiency.
Upon receiving the archive document retention period expiry notice, the department can refer to the detailed list of relevant archived documents in their archive folders (document vault) on the ECM platform. The department can seek assistance from the ECM support team for batch removal once they have completed the required checking and confirmed to proceed with disposal. Please rest assured that no removal action of archived documents will be carried out without prior confirmation from the document-owning department.
What you need to do
For each document to be uploaded to the ECM for lockdown archive, department admin must check whether the default values taken from the designated department archive folder are appropriate or if alternate tagging is required before confirming the document archive record.
Departments are responsible for regularly reviewing documents archived in their department archive folders on the ECM platform and disposing of those that have reached the end of their retention period.
Departments must ensure that documents containing sensitive information, including those with PII data, are accurately classified as confidential and that appropriate controls on access and retrieval are applied for protection.
For further information or assistance, please contact the ECM Support Team, or the IT HelpCentre (Tel: 2766 5900, WhatsApp/WeChat: 6577 9669), or reach out to us via the IT Online ServiceDesk.
