Archive, hold or delete a document

Documents you no longer need every day can be archived. Documents you must keep, for a dispute or for the law, can be held or kept until a date, and Kluvan refuses to delete them before then.

Before you start

• To archive and restore: the right Upload documents, add versions and links.
• To put a hold, set a keep-until date or delete: the right Documents settings, holds, retention and deletion.

Steps

Archive or restore

1. Open the document and go to Archive, hold and deletion.
2. Select Archive. The page says Archived. The document leaves the other views and is listed under Archived; its reminders stop and it cannot be shared or changed.
3. To bring it back, open it from Archived and select Restore.

Put a legal hold

1. In Archive, hold and deletion, type the Reason, for example the case number.
2. Select Put on legal hold. A red Legal hold badge shows next to the title.
3. When the matter is closed, select Lift the legal hold.

Keep until a date

1. In Keep until, pick the date the document must be kept until.
2. Select Save. You can move the date later, never earlier.

Delete for good

1. In Archive, hold and deletion, type the Reason next to Delete for good.
2. Select Delete for good. The page says The document is deleted. Its versions and files are removed and cannot be brought back.

Good to know

• Delete is refused while the document is on legal hold (see file_on_hold) or on or before its keep-until date (see file_retained).
• Default keep-until dates. In Settings → Documents, Keep for years gives every new file of a type its keep-until date at upload, for example seven years for contracts.
• The record of what happened stays. The file's log of uploads, opens and the deletion is kept after the document is deleted, and the History of a document lists holds and retention changes.
• Archive first. Archiving hides a document from daily lists without losing anything; prefer it when you are not sure.
• Leaving Kluvan. When an organisation's data is erased, its documents and files are erased with it. See Your data.