Retention Best Practices

Retention rules are a legal requirement for companies handling customer data. In the words of Glen Campbell you've got to know when to hold 'em, know when to fold 'em (or responsibly erase that data, as I'm sure he would have said if it had scanned better).

Legalesign allows you to set these rules for each Group and for different asset types. You could then allow the system to handle your document disposal as a matter of course, but it's a good idea to keep an eye on things. You can use a query to the graphql API to give you a report on what items will expire in the near future, that way if there is any item you need to keep hold of for longer you can extend its retention in the Legalesign Console.

Here's an example query that will give you the first five hundred expiring items this year for your organisation.

query OrganisationExpiringItems {
  retention2030: organisation(
    id: "b3JnNTdjYWRjNmEtM2RmZC00MzA3LTk1MWEtOGVlNmIwOGVlYTg1"
  ) {
    id
    name
    retentionConnection(
      first: 500
      start: "2020-11-01T08:00:00Z"
      end: "2030-11-01T08:00:00Z"
    ) {
      totalCount
      pageInfo {
        hasNextPage
        hasPreviousPage
        startCursor
        endCursor
      }
      edges {
        node {
          id
          organisation
          group
          location
          ttl
          completed
        }
        cursor
      }
    }
  }
}