Question:
How are files marked for publishing before they’re deleted in the VMR interface?
Answer:
Documents and Personally Identifiable Information (PII) data are retained in VMR for 90 days and are automatically deleted thereafter. These retention rules apply to both the ‘Documents Classified’ and ‘HITL’ (Human in the Loop) sections of the VMR dashboard.
The Alerts section in the VMR dashboard helps users track the document deletion timeline. Each alert includes a hyperlink next to the document upload date, showing the total number of documents pending publishing within that timeframe. Users can toggle alerts to view documents due for deletion in less than 5 days, less than 15 days, or all documents scheduled for deletion after 90 days.
Steps to Navigate the Alerts Screen
- Open the VMR dashboard (landing page).
- Locate the Alerts menu.
- By default, all alerts are displayed. To refine the view, select a toggle such as <5 days or <15 days.
- Click the hyperlink next to the relevant alert.
- Review the documents, then choose to bulk publish all or publish individually to Class DMS or SharePoint
Ignoring alerts until the last minute: Waiting until documents are within 5 days of deletion can lead to rushed publishing or missed deadlines.
Set a regular review schedule: Check the VMR dashboard weekly to avoid last-minute publishing.
Use toggles effectively: Start with the <15 days view to plan, then move to <5 days for urgent actions.
Assuming bulk publish is always correct: Review sample documents before bulk publishing to avoid sending incorrect or incomplete files to Class DMS or SharePoint.