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EvoShred

In 2022 we plan to launch Evo-Shred. This new functionality will allow a ‘Super User Administrator’ to define by each forms category in the forms library the firms preferred Data Retention Timeline.

So, Conveyancing might by default store data for 5 years, Intellectual Property Rights for 15 years, Tax forms for 7 years. 90 days before we auto delete the Super User Administrator will be notified in a monthly report which could be distributed to staff to ensure they are aware what is being deleted and can amend if necessary.

Note, we store data not forms, a form with data on it is only an output. What is actually stored is de-coupled data. De-coupled data is a diss- associated Question and Answer, hence we only store the data, we do not store the Answer alongside the Question. That data will be obfuscated, at the data retention date or soon after.

Any other stored documents that maybe uploaded by clients or supporting documents to forms will also be deleted as per the Data retention Policy that the firm applies.

An Audit trail of the deletions will always be retained as a Ghost record showing the Matter Reference Number, relevant Fee Earner and the date of create, last modified and deletion. 100 days after the Data is deleted the backups will be over written and there is then zero trace of the original Data or Supporting documents.

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