Setting the retention period for cases and files

2025-10-27Last updated

To ensure that evidence is deleted when it is no longer required, you can configure retention periods for cases and files in the recycle bin. You can also configure retention periods to automatically delete files by source or category.

What you should know

Note:
Users must have account admin permission to configure retention policies.
  • Digital evidence can be stored in accordance with the requirements of the incident. For example, the incident category of the case is used to determine the retention policy.
  • Digital evidence can also be stored based on the device type that is associated with the recordings. For example, body-worn camera (BWC) video could be retained for 90 days, public surveillance video for 30 days, and so on.

    If a file is associated with a case, it inherits the case's retention policy. If the file retention policy is longer than the case retention, then the file retention policy is used.

CAUTION:
Modifying retention policies can result in permanent loss of file data or automatic deletion of files.
Note:
Files will only be deleted if all cases associated with the file(s) are closed. Any files without a category will use the associated case(s) category if applicable. The longest source or category retention policy will be used.

Closing and reopening cases also affects the retention period for files. For example, when a closed case is reopened, the scheduled deletion for files associated with that case is changed back to Never delete, if the file is not in the recycle bin.

Procedure

To set the recycle bin retention period:
  1. Click Configurations > Retention Policies .
  2. Click Configuration ().
  3. In the Retention settings section, select the retention period that you require for cases and files in the recycle bin.
    The default setting is 7 days, and the maximum is 365 days.
    The Retention period setting in Clearance measured in days.
  4. Click Save.
  5. Select the I understand and want to modify the retention policies check box and click Save Modifications.
To set the retention policy for cases and files that do not have a category assigned to them:
  1. From the Retention policies page, locate the Uncategorized category.
  2. Define the retention period as required.
    Note:
    This retention policy applies to all new and preexisting cases and files that are uncategorized.
To automatically delete files by category:
  1. Click Configurations > Retention Policies .
  2. Specify a retention period for each category that is defined in the system:
    The Never delete checkbox is selected by default. This retains your files indefinitely.
    1. (Optional) To specify a retention period in days, clear the Never delete checkbox next to the category that you require and select a value.
      The maximum value is 36,500 days.
    2. (Optional) To specify a retention period in years, clear the Never delete checkbox next to the category that you require and select a value.
      The maximum value is 100 years.
      Categories with retention periods assigned.
  3. Click Save.
  4. Select the I understand and want to modify the retention policies check box and click Save Modifications.
To automatically close cases by category:
  1. Click Configurations > Retention Policies .
  2. Click Configuration ().
  3. In the Case retention settings section, click Automatically close cases.
    The case retention settings section with the Automatically close cases setting selected.
    Note:
    The retention period is calculated starting from the date the case is created. Once the retention period ends, Clearance automatically closes the case if this setting is enabled.
  4. Set the period after which cases are closed based on the respective categories.
    The "Close cases after" column in the Retention policies page showing the time periods after which cases included in the respective categories are closed automatically.
    Note:
    After a case is closed, the retention period that applies to files in that case comes into effect. When that retention period is complete, the files are deleted.
  5. Click Save.
After the configured time period expires, cases included in the respective categories are closed automatically.

Example

Watch this video to learn more. Click the Captions icon (CC) to turn on video captions in one of the available languages.

After you finish

You can view or search the recycle bin to identify any cases or files that might be affected by the retention periods.

For example:

  • If you change the automatic case closure policy, some files could be moved to the recycle bin.
  • If you change the retention period for the recycle bin some files could be permanently deleted.
  • If you change the file retention period by source or category files could be automatically deleted and end up in the recycle bin.

Cases and files that have been automatically deleted remain available in the recycle bin for the specified retention period. All deleted cases or files can be restored while they are in the recycle bin.