Issue/Symptom/Question

Can OnBase documents and folders be recovered when deleted by end users?

Applies To

OnBase client

OnBase Thick client

deleted documents or folders

Resolution/Fix/Answer

The OnBase "recycle bin" for Documents is titled "Document Maintenance".  This is found under the Admin >> Utilities menu in the the OnBase client (or "Thick" client), and is not available in Unity.
When OnBase documents are deleted by a user, the file or files that comprise the "document" are not physically removed from the repository.  Nor is the document record deleted from the OnBase database.

The deleted document no longer shows in normal searches within OnBase or PENTA - such as Custom Queries or the Documents screen in PENTA.  However, it is available in Document Maintenance, with information about which user deleted the document and when.  It is available to be recovered or purged from the repository.

When a document is purged using the Document Maintenance utility the files are deleted from the repository and the document is no longer recoverable.

Document Maintenance records can be sorted by any of the columns available in the screen.
It is a common Administrative maintenance task to sort by Date Deleted and remove files that have been deleted for a pre-determined length of time.
Records will not be removed except by manual process.

***Note - the Document Retention feature of the OnBase EDMS module does not utilize Document Maintenance.  That module has its own review/purge procedures.  There is no default Document Retention set for PENTA standard document types.

Folder Maintenance is similar to Document Maintenance in that it allows the recovery or purge of deleted folder records.  There is no physical file in the repository for Folders. 

Cause 

Document(s) or Folders(s) were deleted by end users and need to be recovered.