Skip to main content

Retention & Compliance

Documents don't stay relevant forever, but deleting them too early can create compliance risk, and keeping everything indefinitely creates clutter and exposure. Retention policies let you set the rules once, and Locker takes care of the rest: archiving documents when they're no longer actively needed, deleting them when required by policy, and protecting anything that can't be touched during litigation or an investigation.

What Retention Covers​

  • Retention policies, Rules that automatically archive or delete documents after a set period, scoped to your whole organization, a specific product, a document type, or a single document.
  • Legal hold, A freeze you can place on any document to block archival and deletion while it may be needed for litigation or an audit.
  • Compliance, How Locker handles GDPR erasure requests, CCPA, and audit log exports.

Where to Configure​

There is no self-serve retention page in Propper today. Retention policies, document-level overrides, and legal holds are configured for your organization by Propper: contact Propper support at support@propper.ai to set up, change, or review them.

note

Retention settings apply across all Propper products, Locker, Sign, and Click. This section covers Locker-specific guidance.

In This Section​

  • Retention Policies: Set archive or delete rules by scope, with worked examples
  • Legal Hold: Freeze documents from automated actions during litigation or investigations
  • Compliance: GDPR, CCPA, and audit log exports

Troubleshooting​

My retention policy doesn't seem to be running. Retention policies run on a schedule, typically nightly. A new policy won't apply to all existing documents immediately.

  • Check the policy scope. A Product-level policy applies to all Locker documents; an Organization-level policy applies across all products. Make sure the scope matches the documents you expect it to affect.
  • Check for Legal Hold. Documents on Legal Hold are exempt from all policies until the hold is removed. See Legal Hold.
  • Check policy precedence. A more specific policy, at the Document or Template level, with a longer retention period overrides a broader one. See Retention Policies for how precedence works.

A document was deleted that I expected to be retained. Check Settings → Activity Log for deletion events on the document. The log entry shows when the deletion occurred, which retention policy triggered it (if automated), and which user triggered it (if manual). If a policy deleted documents you needed, contact Propper support to review the policy scope and period. To protect specific documents from future automated deletion, ask Propper support for a more specific policy or a Legal Hold.

I can't place a Legal Hold from the document page. Legal hold management is not yet available in the UI, from the document detail page or anywhere else. To place a hold, contact Propper support at support@propper.ai.

See Legal Hold for what to include in your request.