You can configure which fields should be cleared from your Issues after which period.
SpeakUp offers the following default settings and periods, but your Administrator can customise both. More details how to do it can be found here How do I configure my data retention options?
Default fields to be cleared:
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All messages in the “Report” section
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Any documents uploaded by the Reporter in the “Documents” section
Default retention periods for the selected fields:
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1 month
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6 months
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1 year
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2 years
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5 years
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7 years
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10 years
You can set the retention period for each Issue at two moments:
1. When closing an Issue, you will be prompted to select the period for which the fields configured to be cleared will be automatically deleted.
After Issue closure
To activate the anonymisation afterwards, click on “More actions” at the top of the page and click “Set data retention period”. You can then select the desired period.
After data retention completion
If your data retention period is complete and you would like to delete the message content or any documents uploaded by the Reporter in the “Documents” section (if it was not done already), you can click on “more actions” on top right and click on “clear reporter content”:
Choose the content you would like to clear
- On the right bottom corner of the Issue page, you can see the data for when the anonymisation is scheduled:
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If you have customisable workflows, you can define if the selection of a retention period should be mandatory or not, when closing the Issue.
Anonymisation, like ending a conversation and closing an Issue, cannot be undone.