Records: contracts, letters and filings
Keep what you must find again and prove unchanged, with every version, its SHA-256 and the retention its type sets.
Step by step
- Open “Records” and choose “Upload a record”. Choose the file, give it a title, a type and a date, and name the counterpart or the authority: a contact or a name.
- The type sets how long the record is kept from the end of its date’s year: 10 years for tax and accounting records, filings, letters from an authority, contracts and legally relevant e-mails, 5 years for inventory lists, and no retention for other and internal documents.
- Open a record to see its versions with their SHA-256, to download one or to add a version; an upload never replaces an earlier file.
- Search titles, notes, counterparts and file names, and filter by type, retention, date or the records still to classify.
- In “Taxes” › “Data box”, choose “File” on a message to file its document with the sender, the delivery day and the obligation filled in; the message then shows “Filed in Records” and the obligation names the record.
- In “Settings” › “Receiving e-mail”, the owner allows senders by address or domain; each attachment they e-mail to the records address becomes a record to classify.
Good to know
A record cannot be deleted before its retention ends, and its retention may be extended but never shortened: a shorter type or another date keeps the later end. Nothing is deleted when a retention ends.
Each file is written once and never overwritten; each version under retention is held by the storage itself until its retention ends.
Your plan may limit the number of record files and the storage they take; the Records page and the plan screen show the usage.