Data retention
4admin doesn't keep policy analyses forever. Records that nobody has touched for a set period of inactivity are removed automatically. The exact period is shown on the Data retention page.
You won't lose anything without warning. Before any record is removed, 4admin emails you with a link to the Data retention page, where you can keep anything you still need.
The Data retention page
The page is at /data-retention in the app. Open it from the link in the email, or type the address into your browser while signed in.
It lists every analysis that is due for deletion in the next few weeks, grouped by client. At the top you'll see how many records are approaching deletion and a reminder that choosing Keep resets the clock.
Each record shows:
- The provider and plan number
- Deletes on [date]
- A chip showing how long is left: Tomorrow, or N days left. Chips turn amber and then red as the date gets closer.
Keeping a record
- Click Keep next to a record to keep it. The row changes to Now kept until [date] with a Kept chip.
- Click Keep all at the top to keep every record on the page.
Keeping a record resets its inactivity clock, so it stays for another full period. Opening and editing a record in the normal way also counts as activity.
Anything you don't keep is removed on the date shown.
When there's nothing to do
If no records are approaching deletion, the page says Nothing is due for deletion. We'll email you if that changes.
Read-only users can see the page but can't keep records. Ask a colleague with edit access to keep anything you need.