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The documents you kept for as long as the person is a client get their deletion date from the day you enter, which is that day itself or that day plus the period of the law the request named.

A request can keep documents for as long as the person is your client. Those documents have no deletion date until you mark the relationship as ended. Marking it is what starts the clock.

  1. 1 Open the person's folder and find the This person's rights card.
  2. 2 Choose Relationship ended. The row shows how many requests are kept while they are a client.
  3. 3 Under Ended on, pick the day the relationship ended. The day cannot be later than today. It cannot be earlier than the day the person last consented under one of those requests, and the dialog shows that day.
  4. 4 Choose Yes, it has ended. Choose Not yet to leave things as they are.

The day you enter is applied to every live document and answer the person has under such requests, across all of those requests at once.

  • ✓If the request named no law, the items are deleted on the next nightly run. The deletion is recorded.
  • ✓For documents you hold yourself under a Record consent only request with no law, a row opens in your Retention queue at once. You delete them from your own records and choose Confirm deleted.
  • ✓If the request named a law, the items are kept for that law's period counted from the day you entered, then deleted.
  • ✓If no request is kept on this basis, only the date is recorded and no deletion date changes.
  • ✗Items on requests with a fixed retention period are not touched. They keep their own dates.

The date is written to your audit trail against your name, and it cannot be undone from the app. After you confirm, the row reads Relationship ended with the date and is greyed out.

You can mark it again if the person comes back as a client. The row opens again when the person has a new request kept while they are a client and has uploaded under it. Each time you mark it, only the items with no deletion date yet get one. Items that already have a date keep it.

By default only admins can do this. A role without the permission sees the row greyed out with Not in your role.

For example

Amaltas Deshmukh & Co sends Anita Deshpande a request on 1 July 2027 that keeps her documents as long as she is a client. She uploads them the same day, and her folder shows Nothing queued under Next deletion. Amaltas Deshmukh & Co marks the relationship as ended on 1 July 2029. Her documents are deleted on the next nightly run. Had the request also named a law that requires a further 5 years, they would be kept until 1 July 2034 and deleted then.