Marking Documents for Deletion

The Mark for Delete function allows your to send request to the administrator to delete a specific document. There are several reasons for deleting document, that is:

• documents that had passed their used-by date or retention schedule.
• filed into the wrong folder.
• duplicate filing.
• wrong document being filed (e.g. Policy dictates that only the Approved Policy will be filed into the system. However, user had wrongly filed the draft copy into the system).

To mark document for deletion, you need to have the “Full Access” permission which include the Mark for Delete icon.

In some organizations where they do not required an additional approval level aside from the System Administrator, the document deletion workflow can be configured to send all deletion requests directly to the System Administrator for approving the requests and deleting the documents.                                                                                                                                                                            

For organizations that deal with a lot of confidential documents, they can configure an additional approval stage for certain/all classifications with the approving party called Subject Officer. This Subject Officer is a KRIS system role that are typically assigned to Head of Departments or any managerial roles that can approve such deletion requests.

Marking a Document for Deletion

1. Mouse over the Action icon followed by the View Details option  of a document from any Document or Search Result tables in page.
2. Click on icon to mark this document for deletion.                                 
3. Click OK to confirm your action.
4. Select or enter the reason for deleting this document to be reviewed by the approving officer and administrator.                                                                                         
5. Click on the Submit button to proceed.
6. Close the Success Message window.

The status of the document will be changed from    Available to  Marked for Delete is Pending for Approval and any actions on this document will be disabled.

The status of the document will be changed accordingly to the following actions by the approving officers (Subject Officer / System Administrator),

• When the Subject Officer rejects this request, the status of the document will be changed from Marked for Delete is Pending for Approval to Available.
• After the Subject Officer approves this request, the status of the document will change from Marked for Delete is Pending for Approval to Marked for Delete and the email notification is sent to the System Administrator for actual deletion of records.
• When the System Administrator recovers this record from “To be deleted” record list, the status of the document will be changed from Marked for Delete to Available.
• After the System Administrator deletes this record marked for deletion, the status of the document will change from Marked for Delete to Deleted.

Once the document is deleted in KRIS, you can no longer access the document profile and the system will only retain its basic metadata such as Type, Document No., Document Subject, Version No., Document Date in the File Details page. This document is also only searchable via Profile Search based on its remaining metadata.

Marking Multiple Documents for Deletion (From Same Folder)

1. Click on a folder in KRIS.
2. Select a few documents from the File Details page by ticking on the checkbox. The selected documents are added into the Work Tray  found at the top bar.
3. Click on the Checkbox Menu Option icon.                                   
4. Select Mark As Delete option from the drop down menu.                                                                           
5. KRIS will bring you to the Work Tray – Mark As Delete page and your selected documents are listed here.   
6. Click on icon to mark this document for deletion.           
7. Click OK to confirm your action.
8. Select or enter the reason for deleting this document to be reviewed by the approving officer and administrator.   
9. Click on the Submit button to proceed.
10. Close the Success Message window.

Marking Multiple Documents for Deletion via Document Links (From Different Folders)

To copy the document links of a set of document from the different folders for circulation,

1. Click on a folder in KRIS.
2. Select a few documents from the File Details page by ticking on the checkbox.
3. Repeat Step 1 to Step 2 for different folders to add these documents into Work Tray  found at the top bar.
4. Click on the Work Tray icon and select Mark As Delete option.
5. KRIS will bring you to the Work Tray – Mark As Delete page and your selected documents are listed here.   
6. Click on icon to mark this document for deletion.           
7. Click OK to confirm your action.
8. Select or enter the reason for deleting this document to be reviewed by the approving officer and administrator.   
9. Click on the Submit button to proceed.
10. Close the Success Message window.

Marking Multiple Documents for Deletion via Document Links (From Universal Search Result)

1. Search for Documents via Universal Search.
2. Select a few documents from the Search Result by ticking on the checkbox. 
3. Click on the Mark As Delete icon.
4. Click on the Work Tray icon and select Mark As Delete option.
5. KRIS will bring you to the Work Tray – Mark As Delete page and your selected documents are listed here.   
6. Click on  icon to mark this document for deletion.           
7. Click OK to confirm your action.
8. Select or enter the reason for deleting this document to be reviewed by the approving officer and administrator.   
9. Click on the Submit button to proceed.
10. Close the Success Message window.