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What is the Document Retention Policy and how can I activate it?

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What is the Document Retention Policy and how can I activate it?

The Document Retention policy allows the owner and admins to specify the number of days FAX.PLUS should retain each fax after creation. After that period, FAX.PLUS will permanently purge the faxes stored.

This setting is company wide and will affect all team members within your FAX.PLUS organization.

<span class="important">Once a fax is deleted based on this policy, this action cannot be undone and your faxes will be deleted permanently after the defined period.</span><span class="info">The Document Retention Policy is only available to the users of the Enterprise plan.</span>

Why would I need to enable a Document Retention policy?

By default, FAX.PLUS provides full encryption using 256-bit Advanced Encryption Standard (AES) for all faxes and their backups, and to deliver the strongest privacy protection, we store users’ personal information on our Swiss datacenter, which is protected by the Swiss Federal Data Protection Act (FADP) and the Swiss Federal Data Protection Ordinance (FODP). With that being said, companies in regulated industries might still have strict requirements on residing faxes in a datacenter in a specific region or they might need to store faxes locally or in a particular repository. While the data residency feature addresses local data residency requirements, with the document retention policy, companies can choose to remove their fully-encrypted faxes from our datacenters after a certain period.


How can I activate the Document Retention policy?

By default, all fax files at rest are encrypted using 256-bit Advanced Encryption Standard (AES) and are stored in Swiss datacenters with highest privacy and security measurements. However, if for compliance reasons, you need to delete faxes from our servers after a certain period of time, you can activate the Document Retention policy.

To activate the Document Retention policy, sign in to your admin account and:

  1. Go to the Profile section and click on the Compliance tab.
  2. Under the Document Retention box, click the Activate button.
  3. Specify the document retention period.
  4. Click Confirm to activate the Document Retention policy.

How can I deactivate the Document Retention policy?

  1. Go to the Profile section and click on the Compliance tab.
  2. Under the Document Retention box, click the Deactivate button.
  3. Click Confirm to deactivate the Document Retention policy.

Once you deactivate the Document Retention policy, the default FAX.PLUS data retention policy will be applied to your account.