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Document Retention Policy

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How does document retention policy work?


At a high level, the document retention policy in Kofax TotalAgility (KTA)  functions the same way across all versions with a few notable changes.  There are 3 main system tasks that are used to perform the full deletion of a document and its child items.

Retention Policy System Task

This system task is responsible for marking documents for deletion.  It is a common misconception that this system task deletes the document.

  • When this system task executes, it will check if a document retention period has been configured.  This is also referred to as the retention threshold.
  • Retention Policy then identifies documents whose LastAccessedAt date property is older than the retention threshold. 
    • In v7.5 to v7.7, retention policy will gather X amount of documents where X is defined by the Maximum Documents setting (System Settings -> Retention Policy)
    • In v7.8+, retention policy will gather all documents older than the retention threshold
  • For each group of documents, a DeleteItemTask worker task is then added to mark these documents for deletion
    • In v7.5 to v7.7, documents are grouped together based on a shared parent folder
    • In v7.8+, documents are grouped together based on the Retention chunk size setting (System Settings -> Retention Policy -> Execution)
Archive/Delete Items System Task

This system task is responsible for deleting any documents marked for deletion by Retention Policy. 

Note:  This was previously named Archive Jobs in v7.5 to v7.7

  • This system task will poll the TotalAgility database and retrieve a maximum of 50 DeleteItemTask worker tasks
  • In v7.5 to v7.7
    • All documents marked for deletion in the DeleteItemTask worker task are attempted to be deleted
    • The child items of successfully deleted documents such as pages, fields, binary items are added to the PendingDeletes table to be deleted asynchronously by the Capture Data Clean-up system task 
  • In v7.8.0.4+
    • All documents marked for deletion in the DeleteItemTask worker task are attempted to be deleted
    • If the document is deleted successfully, the associated binary data e.g. page images, document files, generated Pdfs, etc is added to the PendingBinariesToDelete table
    • The binary data pending deletion is deleted asynchronously by the Capture Data Clean-up system task
  • Any documents that failed to be deleted are added to the Retention Policy Failures which can be viewed in the workspaces
Capture Data Clean-up System Task 
  • In v7.5 to v7.7 this system task checks the PendingDeletes table to see if any documents have been deleted
    •  Any child items associated with the deleted document are added to the corresponding PendingDeletesXXX table.  For example, any fields associated with a deleted document are added to the PendingDeletesDocField table
    • The system task will delete the child items in chunks of 500 (not configurable) except for binary data.  By default, binary data is deleted in chunks of 50 but this is adjusted automatically based on current database performance


  • In v7.8.0.4+, this system task checks the PendingBinariesToDelete to gather the binary data associated with documents that have been deleted
    •   A DeleteCaptureBinaryTask worker task is created for a group of binary data pending deletion.  The group size is defined by the Chunk size setting (System Settings -> General -> Capture data clean-up worker)
    • On each execution of this system task, 50 DeleteCaptureBinaryTask worker tasks are processed with the associated binary items being deleted

Note:  This system task does not exist in v7.8.0.0 to v7.8.0.3.  This was added to fix a known bug.

Level of Complexity 



Applies to  

Product Version Build Environment Hardware
Kofax TotalAgility ALL      


Article # 3036070

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