RECORDS RETENTION
Keep records the way your policy says.
Every submission kept as received, with legal hold. Your department sets retention periods, records are archived on your schedule and disposal happens only with your approval.
AT A GLANCE
Your schedule. Your records officer’s call.
Submissions are kept as received. Your department sets retention and archiving to follow its policy.
Kept as received
Every form, request and message is stored as submitted.
Periods you set
How long each type of record stays live, and how long it stays in the archive.
Archived on your schedule
Records move to secure long-term storage when the live period ends.
Disposal only with approval
Nothing is removed automatically, and every disposal is logged.
KEPT AS RECEIVED
Every record stays exactly as it arrived.
Staff add to a record. They never overwrite it.
Submissions kept as received
Resident, applicant and form submissions are kept exactly as received. Every form, request and message is stored as submitted.
Updates added alongside
Staff updates are added alongside the original and never overwrite it.
RETENTION AND ARCHIVING
Set the periods. The platform follows them.
Your records officer or counsel decides. Nothing is fixed by us.
Retention periods your department sets
Your records officer or counsel chooses how long each type of record stays live and how long it stays in the archive.
Starting defaults you can change
Starting defaults are provided, and every value can be changed as your policies or state schedule change.
Automatic archiving on your schedule
At the end of the live period you set, a record moves to secure long-term storage.
Your schedule, published
Coming soonThe retention periods your department chose appear in your site’s privacy and terms pages.
GET STARTED FAST. CONTACT US TO LEARN MORE.
See how this works for your department.
Tell us about your department and we will show you the new platform built from your own content.
- Walk through the features that matter to you
- Plan what moves over from your current site
- Agree a practical next step
Request a Website Readiness Review
DISPOSAL, HOLDS AND RETRIEVAL
Hold records when you need to, and approve every disposal.
Review, approve, log, and hold when you need to.
Disposal only with your approval
When a record reaches the end of the period you set, nothing is removed automatically. Your department reviews it and approves disposal.
Every disposal logged
Every disposal is logged.
Legal hold
A legal hold stops disposal entirely.
Retrieve archived records on request
Coming soonPull records back for public-records requests or litigation, with a full audit trail.
DISASTER RECOVERY
Backups are separate from your records schedule.
Platform-wide recovery that does not change what you keep.
Continuous backups
Continuous backups with 14-day point-in-time recovery.
Offsite copies
Offsite copies are kept in addition to the continuous backups.
Platform-wide
Disaster recovery covers the whole platform and is kept separate from your records schedule.
QUESTIONS
Common questions
Who decides how long records are kept?
Your department. Your records officer or counsel chooses how long each type of record stays live and how long it stays in the archive.
Do we have to start from nothing?
No. Starting defaults are provided, and every value can be changed as your policies or state schedule change.
Are records ever deleted automatically?
No. Nothing is removed automatically. Disposal happens only with your department’s approval, and every disposal is logged.
What happens when a record reaches the end of its live period?
At the end of the live period you set, a record moves to secure long-term storage.
Can we stop a record from being disposed of?
Yes. A legal hold stops disposal entirely.
Can staff change a submission after it arrives?
No. Submissions are kept exactly as received. Staff updates are added alongside the original and never overwrite it.
Where do our retention periods appear on our website?
This is coming soon. Once retention periods are available, the ones your department chooses will appear in your site’s privacy and terms pages.
Can we pull archived records back for a public-records request?
This is coming soon. Once archiving is ready, you will be able to retrieve archived records for public-records requests or litigation, with a full audit trail.
Are backups the same as retention?
No. Backups are platform-wide disaster recovery: continuous backups with 14-day point-in-time recovery, plus offsite copies. They are kept separate from your records schedule.
See the whole platform.
Every feature on this page is part of the new Responder MAX CMS for public safety.
Explore the platform