Records Management & Retention Software
Set how long records should be kept and manage their status. Retention rules can delete eligible records. Holds, active or vital status and permanent-retention rules can prevent deletion.
Record lifecycle stages
- Draft
- Active Record
- Semi-Active
- Archived
- Destroyed
States shown in lifecycle order, not automatic transitions. Permissions, policies and holds apply; archived or destroyed status does not prove external transfer or physical erasure.
Existing interface image for orientation only. Framework names, status labels and signature stamps do not establish certification, legal conformity or a tested deployment. Use the qualified feature descriptions below.
How it works and what to check
Dockria implements Draft, Active Record, Semi-Active, Archived and Destroyed record states. Review approval is separate: it does not itself activate a record, archive it, order goods or make a payment.
Retention requires configured policies, record classification and scheduled processing. The worker skips permanent policies and excludes held documents, vital records and active records from eligibility. A configured permanent-delete policy can invoke deletion for eligible records.
Authorised users can manage record states and holds. The inspected bulk record-state transition requires a reason, and the storage path rechecks legal holds to protect against a hold applied during processing.
Archived is a record state, not proof that a file has transferred to an independent archival repository. Physical erasure across storage, backups and replicas was not verified, and a destroyed-record entry is not a certified destruction outcome.
Choose retention periods through your organisation's legal and records-policy process. The software does not supply a legally approved schedule or establish compliance with Kenya National Archives requirements.
The October 2026 dossier reports implementation evidence, not a live retention run. Evaluate with disposable synthetic records; destructive testing requires separate authorisation.
Key Benefits
Configured Retention
Apply configured actions to eligible records; expiry alone does not guarantee deletion.
Record States
Manage Draft, Active Record, Semi-Active, Archived and Destroyed states with applicable permissions.
Protected Records
The retention worker excludes held documents, vital records and active records, and skips permanent policies.
Destroyed-Record Review
Review recorded lifecycle outcomes without treating them as proof of physical erasure.
File Plan Evaluation
Assess the file-plan interface against your organisation's approved classification scheme.
Policy Responsibility
Have qualified records and legal teams approve retention periods and disposal procedures.
Industry Use Cases
Evaluate correspondence lifecycle controls against an independently approved records schedule.
Configure retention for supporting documents using periods approved for the applicable obligations.
Evaluate administrative-record retention with synthetic data and independently approved policies.
Apply authorised holds to matter documents and assess eligibility before disposal.
Related Features
Practical Kenyan records guides
See it in an illustrative workflow
See How This Feature Applies to Your Industry
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