Learn the basics of the app and how the app fits your role so you can get up and running quickly.
 

Purpose of MosaIQ

MosaIQ helps organizations manage retention schedules, track compliance requirements, and collaborate effectively between legal teams, subject matter experts, and stakeholders. It simplifies complex structures through clear taxonomy and mappings.

MosaIQ gives you a “single point of truth” that houses not only your retention schedule, but also your regulatory research, the records inventory, and the systems of record inventory.
 

Made for advanced enterprises, MosaIQ is a retention schedule manager that is:

• Compliance, streamlined and stress-free
• Configurable to your organization’s needs — no matter how complex
• Made to fit the way real people work and think

Device Requirements

MosaIQ is a web application, available on all web browsers for internet-connected devices of all sizes.

Types of Roles

• Admins oversee everything, managing the retention schedule with full control of settings and permissions.
• Editors support Admins by updating and organizing content.
• Reviewers can view, share, and comment to provide feedback and insights to Admins and Editors.
• Viewers have read-only access — All employees have access to the Search Wizard, a simplified landing that helps you find the retention rule you need quickly and clearly.

Your Role in Action: How does record retention affect you?
 

Are you Legal & Compliance?

“I ensure my organization is in compliance with global record retention policies.”

MosaIQ answers:

“How do I create and maintain a retention schedule?”

Related Roles: Admin, Editor

• Admin, main author(s) of the retention schedule
• Editor for supporting staff

Admins and Editors can create and manage the core structure of the retention schedule.

• Series: The main classification for record types
• Types: Subcategories or classifications within Series
• Examples: Sample records for context and clarity.
• Requirements: Search legal authorities and regulations used to inform compliance

Steps:

1. Create a document taxonomy of Series, Types, and Examples
2. Map selected Requirements to the document taxonomy.
3. Assign recommendation retention rules to follow to each Series.
4. Modify the Retention Schedule as needed.
5. Delete entries (Admin only).

Are you a Leader or Subject-Matter Expert?

“I review how records are categorized, as the subject matter expert of my function.

MosaIQ answers:
“Does this accurately reflect my department’s needs?”

Related Role: Reviewer

• Reviewer, heads of departments or those on compliance committees

Reviewers can view the Retention Schedule and provide input to the Legal & Compliance Team.

Key actions:

• View the Retention Schedule 
• Filter by desired Function(s) to focus on relevant records.
• Print, export, or share the Schedule

Are you a staff member who owns documents or files?

“I keep records throughout my everyday work.”

MosaIQ answers:
“For how long should I retain this record?” or, “When should I destroy this record?”

Related role: Viewer

Viewers have access to the Search Wizard to find specific retention information quickly and easily.

• Use the Search Wizard
• Navigate to the full Retention Schedule

Organization Setup

For organization setup, onboarding, and billing assistance, please reach out to MosaIQ Support at support@mosaiqapp.com.