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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.

Coming Soon

Screenshot: locker-retention-overview, the Retention section under Organization → Retention showing active policies and documents on hold

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​

Retention is managed at Organization → Retention, organization admins only. Individual document overrides are available via the Retention API.

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 Organization → Audit Logs 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, review the policy scope and period at Organization → Retention. To protect specific documents from future automated deletion, set a more specific policy or place a Legal Hold on them.

I can't place a Legal Hold from the document page. Legal hold management from the document detail page is not yet available in the UI. Place holds via:

  • Organization → Retention → Legal Holds, for organization admins
  • The Retention API, requires admin access

See Legal Hold for step-by-step instructions.