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Deleting from archive

Deleting documents after their period has expired, restoring them and destroying them for good.

You can only delete an archived document once its deletion lock has expired, see Retention periods. Deleted documents first go to the folder's recycle bin. From there you can restore them until they are destroyed for good. To delete, you need the right to delete documents in this archive.

Delete a document

Delete a document that you no longer have to retain and no longer need.

  1. Open the document.
  2. Click More actions, choose Delete and confirm.

The document is moved to its folder's recycle bin and no longer appears in the archive or in the search.

While the deletion lock is running, Delete is greyed out. When you point to it with the mouse, you see from when the document can be deleted.

Restore a deleted document

If you deleted a document by mistake, get it back from the recycle bin while it is still there.

  1. Open the folder the document was deleted from.
  2. Click … and choose Recycle bin.
  3. For the document, choose Restore.

The document is shown in its folder again, with all its files and the same retention period as before.

Destroy a document for good

Documents in the recycle bin are destroyed automatically, by default 30 days after they were deleted; you see when in the recycle bin in the Destroyed on column. If a document is to be destroyed sooner, for example because it contains personal data that may no longer be stored, you do this by hand.

  1. Open the folder the document was deleted from.
  2. Click … and choose Recycle bin.
  3. For the document, choose Delete for good and confirm.

The document and its files are destroyed immediately. This cannot be undone.

Have documents deleted automatically

Whether, when and how a document is deleted automatically is set by its document type. There, under Once it lifts, an administrator chooses what happens once the deletion lock has expired: the document stays in the archive (Nothing), it is deleted (Delete), or it is deleted after an additional waiting period (Delete after a wait). This way records are removed by themselves once their period has expired.

A document that is deleted automatically is destroyed without going through the recycle bin, and never before the end of its deletion lock. You see the day on the document in the Retention section.