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. Restricting rights to restore documents is also essential in maintaining security.
Many firms then just allow the salvage bin to sit there (just as many people don’t clean the recycle bin on their PC). You should then set the indexer to permanently delete anything that has been in the Salvage Bin for longer than, say, 2-3 months. This helps keep your system clean.
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.
Worldox also has a bulk archiving system if you wish to archive large amounts of data. Firms that are moving to a hosted solution, for example, may want to archive data locally to avoid extra storage charges. It makes retrieving data a bit more complex, but can save the firm a significant amount of money.
Note also that if you have cloud system (hosted or otherwise) you cannot “archive” directly to a local PC.