Retention Management FAQs
What do I need to use Retention Management? Retention Management
Access to Retention Management is included with the Privacy Platform licence.
Your organisation’s 9ine Platform Administrator grants access in User Management. Being granted access lets you create retention items, but it does not give you access to every existing item.
You can access an existing retention item if you are its Owner, Member or Notified User, or if you have access to a Record of Processing Activity (RoPA) or Data Protection Impact Assessment (DPIA) linked to it.
If you cannot see Retention Management, ask your organisation’s 9ine Platform Administrator to review your access.
Can I keep data indefinitely? Retention Management
Yes. Select Infinite Retention on the retention item when the data is kept indefinitely rather than for a fixed period.
Selecting Infinite Retention clears and disables the Retention Period field.
How do I record how long data is kept? Retention Management
Enter the duration in Retention Period using years, months and days, for example 1y 2m 6d.
If the data is kept indefinitely rather than for a fixed period, use Infinite Retention.
Can I link a retention item to a RoPA or DPIA? Retention Management
Yes. A retention item can be linked to one or more Records of Processing Activity (RoPA) and Data Protection Impact Assessments (DPIA).
Once you select an Association type, you must select the RoPA or DPIA to link. Users who can access a linked RoPA or DPIA also gain access to the retention item.
Access is shared with the retention item only. Linking a RoPA and DPIA to the same retention item does not give users of one linked record access to the other.
What is the difference between archiving and deleting a retention item? Retention Management
Archive closes the retention item and its associated risks, issues, lessons and tasks. The item can be reactivated later.
Delete deletes the retention item and its associated risks, issues, lessons and tasks. Deletion cannot be undone.
Who can delete a retention item? Retention Management
The Owner can delete a retention item.
If the item is linked to a Record of Processing Activity (RoPA) or Data Protection Impact Assessment (DPIA), the relevant RoPA or DPIA Owners can also delete it.
Members and Notified Users can edit the retention item but cannot delete it.
What does My Retention do? Retention Management
My Retention filters the log to retention items that are not archived and where you are the Owner, Member or Notified User.
How am I reminded to review a retention policy? Retention Management
Set a Next review date on the retention item. When the review is due, the Platform sends you a notification.
You can also create an associated Task for the review and add it to your Google Calendar using the Platform’s Google Calendar integration.
To plan and monitor upcoming reviews, you can sort the Retention Management log by review date or filter it by due dates.
What does duplicating a retention item copy? Retention Management
Duplicate creates a new retention item with the title prefixed Copy of. It also duplicates the associated Tasks, Risks, Issues and Lessons.
It does not copy notes from the retention item. Attachments and Notified Users are not copied from the retention item or from any associated Tasks, Risks, Issues or Lessons. For duplicated Tasks, logged time and logged cost are also not copied.
Can I create a Task, Risk, Issue or Lesson from a retention item? Retention Management
Yes. You can create a Task, Risk, Issue or Lesson from a retention item using its quick actions in the log.
The new item is linked to the retention item. If you archive or delete the retention item, the associated governance items are closed or deleted with it.