Retention Policy

The retention policy tab shows how long each record type in your workspace must be kept before it becomes eligible for disposition, and lets an Admin raise that minimum above the platform’s regulatory floor. It never lowers the floor, and it never deletes or archives anything on its own.

Open the retention policy tab

1. On the left sidebar, select Admin.
2. In the admin sidebar under Compliance, select Retention Policy.

Note

Reading the policy and the eligible-records list is available to the Admin and QA Team roles. Only Admin can change the tenant’s retention minimum.

Understand the platform floor

Every record type has a platform floor: a regulatory-minimum retention period built into the system that no tenant setting can lower. The floors are:

Record type	Platform floor	Basis
Documents	7 years	ISO 13485 quality-record retention
Deviations, CAPAs, Investigations	7 years	FDA quality-system record-retention expectations
Complaints	7 years	21 CFR 820.198 complaint-file retention
Training records	3 years	ISO 9001 competence-evidence retention

The audit trail itself has no separate configurable floor — it is always retained at least as long as the longest floor above, so it can never expire before the records it describes.

Raise the retention minimum for a record type

1. Open Retention Policy.
2. In the table, find the record type you want to change.
3. Enter a new minimum (in days) in the Tenant minimum column. The value must be at or above the Platform floor shown in the row — the system rejects anything lower.
4. Select Save.

The change is recorded in the audit trail, along with who made it and what the previous value was. The Source column shows Tenant override once a custom minimum is set, or Platform floor while the tenant is still using the built-in default.

Caution

The platform floor cannot be lowered by anyone, including Admin, through this page or the API. It is a hard regulatory minimum.

Check records past their retention period

1. Open Retention Policy and scroll to Records past retention.
2. Choose a record type from the dropdown.
3. The count shown is how many records of that type are older than the type’s effective retention minimum (your tenant override, if set, or the platform floor).

This listing is informational only. Nothing is deleted, archived, or otherwise changed by viewing it — a controlled disposition workflow that acts on these records is planned as a separate, later capability.

Permissions

Role / Permission	Access level
Admin	View policy, view eligible records, change the tenant’s retention minimum
QA Team	View policy, view eligible records
User, Auditor	No access