Review Data Retention, Archives, and Purge Eligibility
General retention rules govern selected completed operational records, not every record in ShelterPact. Archiving and permanent purge are separate steps.
Before you beginOpen Settings → Data Retention & Archive with appropriate authority. Follow your agency’s approved record-retention requirements.
Step-by-step instructions
- Read the Protected record classes notice. The inspected general retention rules exclude animal, medical, enforcement, financial, signed-document, and audit records.
- Review policies for Completed & Cancelled Tasks, Completed Diary Entries, Historical Staff Rota, and Read Notifications.
- Review Permanent or the available retention periods and the count of eligible records. Confirm the category and record state before any policy change.
- Preview and review eligible archive work using the available controls. Archive only approved eligible records and inspect the resulting counts.
- Review Currently archived and Eligible to purge separately. The workspace requires at least 30 days in archive before purge eligibility.
- Permanent purge requires a reason and is permanently audited. Review the specific records and obtain the required authority before using any destructive control.
- Review Retention audit for policy changes, archive runs, and purge actions. Preserve protected operational histories.
Screenshots
Practical checks
This is a software workflow guide. Configure retention according to your approved agency requirements rather than choosing a shorter period for convenience.
Troubleshooting
| What you see | What to check |
|---|---|
| An animal or financial record is not eligible | Those classes are excluded from these general retention rules. |
| Archived records are not purge-ready | Review archive age, eligibility, permission, and the required reason. |