You can choose which data to keep and which to clear after you close an Issue, and for how long. This page explains how the data retention period works, what happens once it completes, and how to clear content sooner if you need to.
Default fields and retention periods:
By default, two types of content are set to clear:
- Messages in the Report section
- Documents uploaded by the reporter in the Documents section
You can choose to keep or clear all other fields. Read more about changing these defaults in How do I configure my data retention options?
SpeakUp offers these default retention periods:
- 1 month
- 6 months
- 1, 2, 5, 7, or 10 years
You can customise these periods. See How do I customize my data retention periods?
Setting the retention period:
You set the retention period at one of two moments:
1. When you close an Issue: Choose a resolution, then select a retention period:
This step is optional by default, but your administrator can require it in your workflow settings. If you close an Issue without selecting a retention period, you can set one later.
2. After the Issue is closed: Click "More actions" at the top of the page, then "Set data retention period," and choose the period you need: 
Once you close an Issue and schedule a retention period, you can't edit that date. To change it, reopen the Issue and close it again with a new period selected.
What happens when the retention period completes:
When the retention period ends, the system automatically clears the fields you've configured to clear (if you haven't customize the options, messages and reporter documents will by default be cleared). You don't need to take any action for this to happen.
If anonymisation needs to be completed manually:
AI anonymization does its best to identify and clear the sensitive content of the text fields you've configured, but it's not guaranteed to catch everything.
If you have selected the option 'AI anonymization' for any field on your data retention settings, and upon review you find sensitive content still remaining, or you simply disagree with what the AI chose to clear, you can complete the job manually.
Click "More actions" and select "Clear reporter content." Choose which content to clear, then confirm.
This action, like closing an Issue, can't be undone.
Where to check the scheduled date for anonymisation:
Check the bottom right corner of the Issue page to see when the Issue is scheduled for anonymisation.
Once you clear content, whether automatically or manually, it's permanently gone and no one, including your team, can access it again. To confirm this covers everything you need cleared, check your data retention configuration and make sure all relevant fields are set to clear.