Set how long records are kept

Company Admins choose how long old records are kept. Nothing is deleted on its own. When records are past your rule, you get a reminder once a month, and they are deleted only when you select Delete and confirm.

Turn on a rule

1. In the menu, open Settings and select Record Retention. If asked, select Confirm it's me and enter your password.
2. On a type of record, like Time records, tick Allow deleting records older than and enter the Months to keep. It can't be less than the legal minimum shown.

   

3. Select Save.

Check the saved rule

After saving, check the enabled checkbox, months and hold status on that record type. Nothing due means there are currently no eligible records to delete. A message such as deleting being off or records being on hold explains why no deletion button is available.

Delete what's due

1. A rule that's on shows how many records are due, for example Delete 120 records, with the date they're older than.
2. Select the button and confirm. A big deletion finishes in the background within a day. Past deletions lists each one.

Before confirming, compare the record type, count and cutoff date with what you intend to remove. Afterwards, check Past deletions: Running means the background work is still in progress; Done, Stopped or Failed describe its recorded result. Do not treat the confirmation alone as proof that every record has been removed.

Form I-9 disposal dates

Form I-9 disposal dates lists each Form I-9 with the date it can be destroyed: the later of 3 years after the hire date or 1 year after employment ended. While someone works here, theirs is kept. To destroy the ones that are due, turn on the Form I-9 rule, then select Delete.

Put records on legal hold

1. Under Legal holds, choose Whole company or one person in Covers, type the Reason, and select Place hold.

   

2. Nothing the hold covers is deleted until you select Release. To hold one type of record, tick Legal hold on its rule instead.