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Managing cases
Manage cases to record the details of an incident and link digital evidence in Clearance.
Reviewing cases scheduled for deletion
To review cases that are scheduled to be deleted and moved to the recycle bin, you can visit the Upcoming deletion page.

Introduction to Clearance
Learn about the Clearance collaborative investigation management system.
Getting started
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Release notes
Check out what's new in the latest release of Clearance.
User interface tour
Get familiar with the user interface in Clearance.
Account setup
Configure your settings in Clearance.
Managing cases
Manage cases to record the details of an incident and link digital evidence in Clearance.
- Creating cases
  To record the details of an incident and link digital evidence to the incident, you can create a case, and then share the case with other investigators within or outside your organization.
- Creating a file request
  To allow anyone to add files to an incident without viewing the case contents, you can create a public file request, and then share the file request with anyone in or outside your organization.
- Creating a case summary report
  To export an overview of case information and associated files, use the case summary report. This report is used to create a local copy as a digital record of the case details and the evidence files it includes. This report can also be useful for someone who does not have access to Clearance, or to keep a record of the contents before cases or files are deleted.
- Creating an eDiscovery receipt
  To capture a digital proof of receipt for evidence being shared between Attorney and Defence offices, use the eDiscovery receipt. The eDiscovery receipt is sent to the recipient to obtain a dated acknowledgment and signature. The report is then kept as a digital record of evidence shared, how it was sent, and includes a list of the items shared.
- Example of a case
  After you have created your departments, you can create cases for all types of incidents. This example shows how department access policies are applied to a case concerning loss prevention
- Assigning personnel to a case
  You can add one or more users to the Permissions section in the Case page to track who was involved in a case or incident.
- Sharing cases
  To let internal or external members of your organization view, modify, and manage cases, you can share cases with them and define their access rights on a case by case basis.
- Pinning cases to the homepage
  You can pin cases to the homepage in Genetec Clearance™ to quickly locate the ones you’re working on or that require review.
- Transferring cases
  You can transfer a case and its associated files to other organizations that have a Clearance account. Transferring a case creates a replica of the data that is shared, so each organization can administer their own access rights, permissions, and retention schedules based on their requirements. The transfer and receipt of the case is logged in the audit trail to show how the information has been shared.
- Inviting guests to view cases
  To share a specific case with someone who does not have a Clearance account, without allowing them to search or view other cases, you can invite this person as a guest.
- Copying cases
  If you do not want to include the original user permissions or files when sharing a case, you can copy the case and then add or remove permissions or files before sharing the modified case.
- Changing access policies for cases
  After a case has been created in the system, you can modify which users and groups have access to the case, and which permission levels they have.
- Searching for cases or files
  If you have many cases and files in the system, you can find a specific case or file from the Search page by using keyword searches, category, date and time filters, case status, case associations, device assignment filters, or by finding the case or file on a map.
- Previewing evidence in cases
  If you have many files in a case, you can quickly navigate and preview all of the files by using the Evidence preview window.
- Reopening cases
  If a case was closed in the system, but it must be re-activated to add more evidence or information, you can reopen the case.
- Protecting cases from deletion
  To keep cases longer than the specified retention policy, you can place an indefinite hold on a case by using the Protect from deletion option.
- Deleting cases
  To remove the details of an incident and any digital evidence that is linked to the incident, you can delete a case and its associated files.
- Restoring cases
  To restore the details of an incident and any digital evidence that is linked to the incident, you can restore a case and its associated files.
- Reviewing cases scheduled for deletion
  To review cases that are scheduled to be deleted and moved to the recycle bin, you can visit the Upcoming deletion page.
- Reviewing cases in the recycle bin
  Visit the Recycle bin page to review cases that are scheduled to be purged from the recycle bin and restore cases that must be retained.
- Viewing the audit trail history of cases
  You can investigate the complete activity history of a case, such as who made changes and when, by viewing the audit trail of the case.
- About closed cases
  The purpose of closing a case in Genetec Clearance™ is to limit further modifications to a case that is no longer active and preserve it's contents for future reference. Once a case is closed, only users with Manage permissions will be able to modify the case.
Managing devices
Add, remove, and configure devices in Clearance.
Managing i-PRO devices
Add, remove, and configure i-PRO devices in Clearance.
Managing Axis devices
Configure Axis body worn systems for use with Clearance.
Managing files
Create, share, and associate files in Clearance.
Managing video requests
Learn how to employ video requests in Clearance.
Managing video editor content
Learn how to use the video editor in Clearance.
Reviewing dashboards
Learn how use the dashboard in Clearance.
Public upload requests
Invite anyone to add files to an incident without viewing the case contents in Clearance.
Clearance plugin
Export Security Center video as evidence to an account in the Clearance system.
Clearance Drive
Manage file transfers to and from Clearance.
Clearance Uploader application
Automatically upload media from devices to Clearance, or a Security Center video archive.
Genetec™ Video Player
View exported G64 and G64x video files from Security Desk, or on a computer that does not have Security Center installed, in Clearance.
Clearance Seen
Capture videos, images, and audio recordings from your phone and upload evidence directly to your Clearance account.
Frequently asked questions
Learn about common issues in Clearance.
Glossary
Technical support
Need tech support or product information? Check out these resources.

Reviewing cases scheduled for deletion

2025-07-23

To review cases that are scheduled to be deleted and moved to the recycle bin, you can visit the Upcoming deletion page.

Before you begin

Learn about closed cases.

What you should know

This reporting capability helps you determine whether to change a case’s retention period or protect it from deletion.

Procedure

Click Retention.
Click Upcoming deletion.
(Optional) To filter cases that are coming up for deletion by planned deletion date, click Planned deletion date and select a time range.
(Optional) To filter your cases that are coming up for deletion using other attributes, click Filters ()
The Advanced filters window opens.
(Optional) Select the attributes you want to filter results by, and then click Search.
Review the cases that are scheduled to move to the recycle bin.
If you find a case that must be retained, select it from the list and, in the side menu pane, click View details.
The case opens and, if you have sufficient permissions, you can restore it.

Example

The Upcoming Deletion page showing a list of cases and files that are scheduled to move to the recycle bin.

After you finish

If necessary, review your organization's retention policies.