> This is the Markdown of a Backed Help Centre page, https://admin.backed.giving/help/administrator/organisation/data-retention.md. Every page is listed at https://admin.backed.giving/help/llms.txt.

> This page uses Backed's default terms, such as Funding Round and Application Template. An organisation may rename them, so read each as your organisation's own term if you've renamed it.

Data retention is off in every new organisation: your records are kept for the life of your
subscription unless you set a period. Under `Settings > Data retention`, which is also a tab of
`Settings > Profile and terms`, you choose how long each kind of record is kept once it is closed,
and whether it is then anonymised or deleted.

## Before you start

You need `Can access Settings > Organisation`. Every change you make here is recorded in the audit
log with who made it, the old value and the new one.

A daily run does the work, at 2:00 am in your organisation's time zone. It never runs during a
grace period, or while your organisation's access is limited.

## The two groups

- `Records` holds the ten kinds of everyday record, such as `Conversations`, `Internal comments`,
  and your organisation's own terms for Applications, Funding Rounds and Contracts. Each starts `Off`.
- `Accountability records` holds the six kinds that show how funding was decided, paid and overseen:
  audit log entries, integration log entries, conflict of interest records, payments, contract
  documents, and decisions and letters. Each starts `Excluded`, and the daily run leaves it alone
  until you include it.

A kind of record whose module is switched off for your organisation is shown as skipped.

Labels follow your organisation's own terms if you've renamed them.

## Set a period

1. Go to `Settings > Data retention`.
2. On the row, turn the switch on.
3. In `Keep for`, enter a whole number of months from 1 to 240.
4. In `Then`, choose `Anonymise` or `Delete`. Audit log entries, integration log entries, contract
   documents and Funding Rounds offer `Delete` only.
5. Select `Save`.

A record is reached only once it is closed and has been quiet for the whole period. `Next run` shows
what the next run would do, such as `12 to delete · 3 to anonymise · 4 kept`. Above 10,000 records it
shows `10,000+`.

If someone else saved the same row after you opened the page, your save is refused. Reload the page
and make the change again.

## Include accountability records

Funders commonly keep accountability records for 7 to 10 years, and your obligations may be longer.
Removed records cannot be restored, so including one of these groups is its own step.

1. On the row, select `Include…`.
2. Read the statement, then type `INCLUDE` in capital letters.
3. Select `Include`. The row now edits like any other and starts `Off`, so set its period as above.

To stop, select `Exclude` on the row. Retention stops for that kind of record, and records already
removed are not restored.

## What anonymise changes

Anonymising keeps the record and replaces the personal details in it, so your totals and history
still add up. Personal details the record has to keep for its own purpose, such as a payment's
financial record, are replaced too. Details another record still needs are left for that record's
own period. Files attached to the record are removed.

## Why a record is kept past its period

A record is held for as long as something that depends on it is kept. A Contract with a payment
still on file stays, whatever its own period says. A record held this way is counted as `kept`, and
the run looks at it again the next day.

## Deleted Funding Rounds

A Funding Round you deleted is removed for good 30 days later, whether or not you have set any retention
period. This is separate from the settings on this page.

## Recent runs

`Recent runs` lists the last ten daily runs with their date, status and how many records were
deleted, anonymised and kept. Select a date to see the counts for each kind of record. Before the
first run it says `No run yet. The first run is at 2:00 am.`

## Outcomes records

This appears only when it is turned on for your organisation. `Outcomes records` shows the nine
classes of the outcomes retention register, read-only, with their period, basis and how many are
due. They are disposed of through the register, not the daily run: select
`Manage in Outcomes › Retention`.

## See also

- [Organisation settings](organisation-settings.md)