Run a Rental Document Retention Review Without Deleting Evidence
An administrative review for document ownership, retention rules, access, and disposition approval.
By PortfolioRental Editorial Team · · Updated 2026-09-16
A retention review should identify records and governing rules before any disposition occurs. Connect the portal permission review and application document triage to the approved schedule.
Quick Overview
Inventory the record series, owner, system, date range, legal or operational hold, approved retention rule, access group, and proposed action. Use a sample first when the population is large.
Common Mistakes
Do not delete duplicates merely because file names match. They may represent different versions, approvals, or recipients. Never interpret legal retention requirements without the responsible professional.
Common Questions Answered
Administrative staff can identify candidates and missing metadata. The authorized records, legal, privacy, or management role must approve disposition according to policy. A review result is not deletion authority.
Ready to Route the Review
Preserve the inventory, rule version, reviewer, decision, and execution evidence. Keep unresolved holds visible and restrict sensitive files throughout the process.
Published September 16, 2026. See the National Archives records management resources for general lifecycle principles.