Retention schedules that enforce themselves.

Why this exists

Retention policy for a housing authority is not one rule. Personnel records, procurement files, tenant records, and board minutes each carry their own required retention period, and getting one wrong in either direction is a problem: destroying a record early can violate policy, and keeping it indefinitely creates unnecessary exposure and clutter. Manually tracking which folder is due for review does not scale past a handful of file types.

How it works

Records administrators assign a retention schedule to each record type when it is set up in ALFO. That schedule travels with every file of that type automatically. When a document reaches the end of its retention period, it is flagged for review rather than deleted outright, so a records manager confirms disposition before anything is removed.

Permission rules work the same way. A record type can be restricted to specific roles at creation, so a personnel file or a grievance record is never visible to staff outside the roles that are supposed to see it, without someone manually setting permissions on every document.

Where it plugs in

Retention and governance rules apply across everything stored in ALFO, including forms captured through digital forms and files routed through workflow, so a record is governed the same way no matter how it entered the system.

Built for the record types authorities are required to track

• Personnel and HR files with role-restricted visibility
• Procurement and financial records with defined retention periods
• Board minutes, policy records, and executive correspondence
• A review queue that surfaces records reaching end of retention, instead of silent auto-deletion