Conversation log & retention

Conversation log

Each resident folder includes a conversation log — a simple activity sheet for staff:

• Timestamp and author on every entry.
• Free-text body (complaints, incidents, phone calls, general notes).
• New entries while the folder is active or archived; read-only in records storage.

Permissions: view with file_cabinets.view; add with file_cabinets.upload or file_cabinets.manage_residents.

Retention policy

Retention is tenant-wide, configured at File Cabinets → Settings → Retention:

• Retention years — default destroy-after period from archive/records-storage dates.
• Policy notes — internal guidance for staff.
• Review queue — folders past destroy-after, with legal-hold and approval workflow.

Enterprise retention templates on the Enterprise settings page are optional reference presets; the active policy lives on the Retention settings page.

Destruction workflow

1. Folders in archived or records storage past their computed destroy-after date appear in the queue.
2. Legal hold blocks destruction until an admin releases it.
3. Mark for destruction → second admin approves → documents are soft-deleted with full audit trail.

Per-folder controls store workflow state only (pending/approved destruction), not custom retention years.