Your copy. Your pace.

Retention & deletion review

Identify records that may have reached their retention date and place them in a review queue. Check legal holds, engagement requirements, backups, and the firm’s approved policy before any deletion. This blueprint creates proposals and evidence of decisions; permanent removal remains a separately authorized operation with a documented recovery and verification process.

Planning workbook. This file helps you document a process. It does not connect to accounts, read records, send messages, or complete external actions. It works offline and sends no entries anywhere. Entries are not saved automatically; export or print a copy before closing. Avoid entering sensitive information.

1. Define the starting point

Deleting a file from one folder rarely removes every copy. Begin with an inventory of stores, backups, logs, and processors. A retention rule needs a purpose, an owner, a clock start, and exceptions.

Process owner and backup rolesWhat will count as complete?

Current handling time and exceptions

2. Walk through the process

1. Inventory references

List approved systems and record categories with opaque IDs. Do not scrape every accessible folder without a defined scope.

We have defined the owner, required information, and completion check for this step.Step 1 working notes

2. Calculate eligibility

Apply the firm-approved rule to the correct start event. Unknown dates and missing categories require manual review.

We have defined the owner, required information, and completion check for this step.Step 2 working notes

3. Check holds and exceptions

Re-check active holds, disputes, and matter status at review time and again immediately before a removal action.

We have defined the owner, required information, and completion check for this step.Step 3 working notes

4. Create a deletion proposal

Show scope, affected systems, backup limitations, and approval requirements. The starter stops here.

We have defined the owner, required information, and completion check for this step.Step 4 working notes

5. Verify the authorized action

If separately implemented, record the authorized operator and outcome. Verify processor responses and document any retained backup copies.

We have defined the owner, required information, and completion check for this step.Step 5 working notes

3. Check the information

Use invented references in this worksheet. Keep real documents and personal records in an appropriate private system.

Reference field	Working record	Check
record_category	retention_rule	Approved policy only
retention_start	clock_start	Use the correct business event
hold_status	blocker	Unknown means do not delete
proposal_id	approval_reference	Scope-specific approval
processor_response	verification_reference	Track incomplete removal

Source of truth and access boundaries

4. Verify the process

Use synthetic examples. Mark a check only after recording what actually happened.

An active hold blocks eligibility.A missing start date creates review.A newly applied hold cancels an approved proposal.The starter performs no destructive action.A named person can resolve an unclear or incorrect result.Work stops when the task is complete, withdrawn, or outside the agreed scope.A duplicate or interrupted handoff can be recovered without repeating a consequential action.Expected result, observed result, and recovery notes

5. Decide the next step

Your smallest reversible pilotReview date and decision

Retain qualified professional review for legal, accounting, tax, medical, financial, or other consequential decisions. This workbook does not certify compliance or guarantee results.