File Retention Policy
Learn how we manage your files, keep version history, and ensure compliance with retention requirements
Intelligent file management policies
Our platform implements intelligent file management policies to ensure your documents are protected, accessible, and compliant with retention requirements.
Version History
We keep previous versions of your files so you can recover from mistakes
Automatic Cleanup
Old versions and incomplete uploads are automatically removed to save space
Document Protection
Important compliance documents can be locked to prevent accidental changes
What This Means for You
These policies work automatically in the background. You don't need to do anything - your files are protected, version history is maintained, and storage is optimized without any effort on your part.
File Versioning
Every time you upload a new version of a file, we keep the previous version safe. This means you can always go back and recover an older version if needed.
How It Works
Example Scenario
You upload "Compliance Report v1.pdf"
You make changes and upload "Compliance Report v2.pdf" with the same filename
We now store both v1 (previous) and v2 (current)
You upload "Compliance Report v3.pdf"
We keep v2 (previous) and v3 (current), v1 is removed
Benefit
This protects you from accidental changes or deletions. You always have one backup version available for recovery.
Version Cleanup
To save storage space and keep things organized, we automatically remove very old versions of your files. This happens in the background without affecting your current files or most recent backup.
How It Works
Example Timeline
Upload "Report.pdf" version 1
Version 1 is stored
Upload "Report.pdf" version 2
Versions 1 and 2 are both stored
24 hours pass since version 1 became old
Version 1 is automatically removed. Version 2 (current) is kept.
Important Note
This cleanup only affects old backup versions. Your current file is never automatically deleted. You always have at least one backup version available for 24 hours after it becomes old.
Incomplete Uploads
Sometimes a file upload might start but not finish completely - maybe your internet connection dropped, you closed your browser, or there was a technical issue.
How We Handle This
Example Scenario
You start uploading a large file, but your internet disconnects halfway through. The upload stops at 50%.
The partial upload sits in storage, waiting to be completed
After 7 days, if it's still not complete, we automatically remove it
Simply upload the file again when your connection is stable. The new upload will work normally.
What You Should Do
If you notice a file upload didn't complete, don't wait 7 days - just upload it again. The system will show if a file is "processing" or "completed" so you can verify your uploads.
Document Protection (Object Lock)
For compliance and regulatory purposes, some documents need to be locked so they cannot be changed or deleted for a specific period.
How It Works
Governance Mode
Files are protected, but authorized administrators can override the lock if absolutely necessary
Provides flexibility while maintaining protection
Compliance Mode
Files are completely locked - even administrators cannot delete or modify them until the retention period ends
Maximum protection for regulatory compliance
Example Use Cases
Is This Feature Enabled?
Document protection is optional and can be enabled based on your organization's compliance requirements. Contact your administrator to check if this feature is enabled for your account.
Frequently Asked Questions
No, we only keep the current version and one previous version. If you need longer version history, we recommend downloading important versions locally or enabling document protection for critical files.
When you delete a file, it's not immediately removed. It becomes a "deleted version" and follows the same version cleanup rules. You have 24 hours to recover a deleted file before it's permanently removed. If document protection is enabled, deletion is prevented during the retention period.
The system will show the upload status. Completed files show as "completed" while uploads in progress or that failed will show different statuses. If you're unsure, try uploading the file again.
The retention period is configured at the system level. If you need different retention periods for different files, please contact your administrator.
Our system supports large file uploads through multipart upload technology. This means even very large files (multiple gigabytes) can be uploaded reliably. If you experience issues with large files, try again with a stable internet connection.
Yes, version management and incomplete upload cleanup happen automatically for all files. Document protection (Object Lock) is optional and may be enabled based on your organization's compliance requirements.
Need More Information?
If you have questions about our file retention policies, need to adjust retention periods, or want to enable document protection for your organization, please contact us.
Email Support
Contact your administrator or our support team
Documentation
Check our technical documentation for more details
For Compliance Officers
If you need detailed technical documentation about our retention policies for compliance audits, please request our technical architecture documentation.