Year-End Clean-Up

Each category has a retention period, and Clara is the deletion approver of all three. When a document’s retention period ends, the document becomes expired. It is not deleted automatically: Clara has to approve it first.

All retention periods have End of year enabled, so documents expire at the end of a year, not on random days. A hygiene record from May 2022, for example, is kept for 3 years and expires on 31 December 2025. For Clara, the clean-up is a job for the start of the year.

Tip

The sample documents include old records, invoices from before 2015 and hygiene records from before 2020, so you can see documents expire as soon as you archive them.

When documents expire, Clara sees a notification in the top right corner of the header, with the number of documents waiting for her approval. She opens each document, checks that it can go, and approves the deletion:

Note

An approved document is not deleted right away. It is scheduled for deletion, and a background task removes it within 24 hours.

See Data Retention and Retentions.

Next: The Result.