Retention Review

Under the Maintenance group in Reports, the Retention review panel is where administrators dispose of requests whose retention period has expired — the deletion step that keeps you compliant with your records schedule.

Retention Periods

Retention periods are configured per request type using two settings:

• RetentionPeriodMonths — how many months after the retention start point before a request becomes eligible for purge
• RetentionStartPoint — the event that starts the retention clock (for example, the request closure date)

Only requests whose retention expiry date has already passed appear in this list. Requests with future expiry dates are not shown. If nothing is eligible, the panel tells you so.

Eligible Requests

The panel lists every closed request that is eligible for purge, showing its request number, type, close date, retention expiry date, and document count. Review each request to confirm it is appropriate for removal before taking action.

The Purge Workflow

1. Tick the requests to dispose of. You can multi-select; the running total of documents that will be destroyed is tracked as you go.
2. Click Purge selected. A confirmation dialog states exactly how many requests and documents will be permanently deleted, behind a severe-warning banner.
3. Confirm. The purge runs and a result banner reports how many succeeded and how many failed, listing the first errors if any.

Purging permanently removes the request and all associated records, including:

• Assignments and tasks
• Uploaded documents, blobs, and blob storage
• Attestations
• Audit history
• Converted PDFs and annotations
• Export packages

This Action Is Irreversible

Retention purge is permanent and cannot be undone — the request record, its documents, and blob storage are removed. Every purge is recorded in the Purge log shown below the eligible list (the request, who purged it, when, and the document count), giving you a defensible audit trail of disposition actions.

Because retention purge destroys data, it should be reserved for administrators following your organisation's approved records schedule.