Pending Removal

What is Pending Removal?

When a document is no longer needed but must be retained for audit or legal purposes, it is moved to Pending Removal rather than immediately deleted. This gives an Administrator the opportunity to review and confirm the removal.

Requesting Removal

1. Open the document detail page.
2. Click Request Removal.
3. Enter a Removal Reason (required).
4. Click Confirm.

The document state changes to Pending Removal and the Administrator is notified.

Reviewing Pending Removals

Administrators can see all pending removal requests in the Pending Removal tab of the document list.

For each document, the Administrator can:

Archive

Move the document to long-term storage. The document is no longer visible in the standard document list but can be found via the Archive search. The original file and audit log are preserved.

1. Click the document.
2. Click Archive.
3. Confirm.

Delete Permanently

Permanently remove the document and its associated file from the system. This action cannot be undone.

1. Click the document.
2. Click Delete Permanently.
3. Type DELETE to confirm.

Reject Removal Request

If the removal request is not appropriate:

1. Click the document.
2. Click Reject Removal.
3. Enter a reason.
4. Confirm.

The document returns to its previous state (Published or Exported).

Retention Policy

Your organisation's retention policy determines how long documents must be kept before deletion is permitted. This is configured under Settings → Company → Retention Policy.

Documents within their retention period cannot be permanently deleted — they can only be archived.