When a report reaches the end of the retention period, all data that can contain PII (Personal Identifiable Information) is permanently and irreversibly deleted. That includes:
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Any free text fields from the original report and the workflow(s).
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All the messages exchanged between the Informant and the Case Manager.
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All the notes exchanged between Case Managers.
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All the files in all sections of the report.
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All the tasks
Data that does not contain PII remain stored in the system to make analytics possible. That includes:
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Technical fields and dates (Submission Date, Channel, etc.)
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Multi-choice questions and custom date fields from channels and workflows
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Tags
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Internal Title
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the projects into which the report was included
The deleted reports are still available in the Case Management, but not displayed by default.
You can display them by clicking on the option 'Deleted Reports' available in the report list:
When you click on a specific deleted report, the summary of the report is displayed with minimal information and its audit trail:
The audit trail shows who applied the retention policy that triggered the deletion of the report.
The multi choice questions and custom dates are not displayed in this page but remain available as consolidated data in the Analytics. To include deleted reports in the analytics, you need to tick the option in the chart configuration:
