There are a number of “housekeeping” features in Worldox that can help make your system cleaner and more efficient, as well as protecting the firm. Two of these are the Salvage Bin and Archiving.
The Salvage Bin is just what it sounds like: a Worldox equivalent of the Recycle Bin on your local PC (unfortunately Microsoft does not offer a network equivalent of this option). You can (and should) set Worldox up so that this is the only option when someone wants to delete a file. There are two reasons for this. First, it eliminates the “oh darn, I didn’t mean to do that” problem when someone deletes a file by mistake. Deleted files can be restored from the Salvage Bin (which is also indexed and searchable) by authorized users. Secondly, it counteracts potentially malicious deletion of files by discontented users. Unfortunate, but a reality in today’s world. You can then set the indexer to permanently delete anything that has been in the Salvage Bin for longer than, say, 2-3 months.
Archiving. You can also archive closed files to a different storage area if desired. This can be useful if you want to put some things on a different storage device to free up disk space or simply make your index more efficient. You can then mark the closed files as “inactive” and make your system more efficient for end users.
You can create a system that automatically archives certain files older than a given amount of time. However, since a firm typically retains different types of files (Wills vs. Real Estate Closings for example) for different amounts of time, this can be a bit complicated.
Note also that if you have cloud system (hosted or otherwise) you cannot “archive” to a local PC.