Help centre / Folio / Settings
Choose how long each kind of record is kept
A retention class says how long one kind of record is kept and what happens when that time is up. You might have one for client files and another for payroll, each with its own period.
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Open Retention classes
Go to Settings in Folio, choose Retention classes and click New class, or Edit next to one you have.
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Name it and set the period
Give it a Name people will recognise, such as “Client files”. In Kept for, enter a number and choose years, months or days, or choose no end date. Counts from sets when that time starts, usually the Filing date.
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Choose how it’s protected
Under Protection, Retained lets two administrators delete a record early with a reason. Locked means no one can delete it before its date, and needs the add-on.
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Choose storage and what happens at the end
Pick a Storage option for how quickly the records need to open. Under At the end, choose Ask us first, or Delete after notice and the number of days’ notice you’d like.
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Say why and save
Choose a reason, add a few words, and click Add class or Save. To use it for new filings unless someone picks another, click Make it the default.
Changes that need a second administrator
A change that keeps records for less time or protects them less, such as switching from Locked to Retained or giving less notice, says so before you save. The button changes to Send for approval, and nothing changes until a second administrator approves it in Approvals.
Archive storage
Records in Archive or Deep archive cost less to keep, but they have to be restored before anyone can open them, which takes time.
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