I think organizations will interpret the rules differently. Since we have to service organizations with levels of varying strictness around their policies, I think we would prefer to provide options.
I agree with Blake that typically the archived document is the "document of record" when it comes to records retention. However, I do think there may be metadata associated with Forms processes that doesn't always make its way in to Laserfiche with the archived Form, such as process failures. If we believe that to be true, then it is not enough to assume the archived Forms will be enough. Furthermore, we may have a process that has no Form archival in Laserfiche, so the metadata exists nowhere but the Forms database.
- I do not think it is sufficient to have a global expiration, though we should consider having that as a secondary option.
- The feature that is important is the ability to associate an Admin Console retention schedules with a specific Forms Business Process. Any forms assocaited with that BP would be on that retention schedule. Rather than automatically deleting, they would simply be flagged as ready to be destroyed - someone has to take direct action to destroy the data (just like in the Client).
- Regarding what constitutes a "record" in Workflow, I would consider an individual Workflow instance to be a record, including all of its tokens, as well as everything that you see when you open up that Workflow Instance in the Designer for troubleshooting.
- I do not see a retention attached to a Form being different than the archived document, but I do see why they need to be separately configured - you may not be storing the actual Form, just the data in the business process.
- When a Form process is destroyed, I envision that it didn't happen automatically - it just teed it up to be destroyed, and someone had to take an action. I see the entire instance being destroyed as though it never happened. It wouldn't be enough to scrub the image, since variables contain all of the valuable data. And once you scrub those variables, there's nothing left to show.
- I feel the same way about destroying a Workflow instance. Like it never existed.