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The Retention queue lists each client whose documents on a request are within 15 days of deletion, with one row per person and request, and it is where you renew, keep or delete them.

Open Retention to see it. Anyone whose role has the See the retention queue switch can open it, and every admin can. Anyone whose role also has Decide retention cases and renewals sees the buttons on each row. Everyone else sees the rows without buttons.

A row opens 15 days before a deletion date and stays until it is decided or the date arrives. It shows your client's name, the request, how many documents and answers are held, and the date they are promised until. It also shows where the row stands:

  • renewal not sent means you created a renewal and nobody has handed over the link. See why you are reminded.
  • awaiting response means the link was handed over and your client has not answered.
  • declined means your client chose to keep nothing. See what happens next.
  • A row with no renewal reads how many days remain before it deletes.

Each row offers Renew, Keep and Delete now. They ask your client to renew, keep on a basis of your own and delete at once. For documents you hold yourself, Delete now reads Confirm deleted, as described under recording consent for documents you hold.

The Open tab lists the rows waiting for a decision. The Outcomes · 90 days tab lists the last 90 days of results: renewed, kept, deleted, and deleted on schedule with no decision recorded.

Rows never appear for a request with a law period or one kept for as long as they're a client. A request that only records consent for documents you hold is the exception. With a law period, its row appears 15 days before the law's period ends. Kept while they are a client, its row appears when you mark the relationship as ended. Any row left undecided is deleted on its date, and the deletion goes in your audit trail.