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Our unit has different types of DocuSign envelopes that have different retention policies per federal and institutional policies, so we are unable to use the current global “document retention policy” setting. We would love to be able to specify the retention period on a template or envelope basis at the time the envelope is created.

Example:

  • Envelopes created based on template A have a document retention period of 90 days. Envelopes created based on template B have a document retention period of 5 years.
  • When creating an ad hoc envelope, one of the envelope setup options should be “set envelope retention period?” with the option for the sender to specify one.

 

Hello ​@mauerbach,

Thank you for reaching out, and welcome to the Docusign Community! We appreciate your question and assure you that we are fully committed to providing you with the best service possible. 

 

You may refer to this relevant article Set Document Retention Periods

As an administrator you can modify the document retention policy. For example, you can specify the number of days that documents are retained. You can also specify how personally identifiable information is treated when documents are purged.
  1. From the Accounts view, select Document Retention.
  2. Select Enable document retention policy.
  3. In the Keep for this many days field, enter the number of days you want to keep documents before sending them to the purge queue. For all envelopes sent from your account, the documents from each completed, voided, or declined envelope will be moved at the end of the retention period to a purge queue (14 days under normal queue processing conditions), and then permanently removed from the system. The time is measured from the date that the envelope is completed, voided, or declined and is completed during overnight processing.Values: 1-9999

    Note: When you activate or change a retention policy, affected envelopes are added to the purge queue within 24 hours, under normal queue processing conditions. The policy is applied to all completed, voided, or declined envelopes in your account.

  4. (Optional) If necessary, select Remove fields and metadata and Redact personally identifiable information.
    • When Remove fields and metadata is selected, Docusign deletes the envelope documents as well as any fields that were added to the documents and any API attachments that were added to the envelope from the system.
    • When Redact personally identifiable information is selected, Docusign redacts all personally identifiable information from the envelope, certificate of completion, and history. Fields that store personal data, such as name, physical address, email, and IP address, are replaced with the text “Redacted”. Time stamps for when actions took place are left intact, but you won’t be able to identify the person who took that action.

      Note: The process of redacting personal data cannot be undone. Each individual’s personal information on an envelope will be redacted from the envelope, rendering the audit log and certificate of completion untraceable.

    • If these options are not selected, when envelopes are purged, Docusign deletes only the envelope documents from the system.
  5. Select Save.Document retention is set to remove your completed, voided, or declined documents from the Docusign system after the specified retention period and subsequent purge queue period.

    Note: To disable the policy, clear the Enable document retention policy checkbox and select Save. Disabling an existing policy will remove any envelopes currently in the purge queue.

If you found the response to be a useful solution to your question, please mark it as the best answer by clicking “Select as Best” to make it easier for other users to find. Thank you!

 

Best regards,

Ma. Cassandra | Docusign Community Moderator

"Select as Best" below if you find the answer a valid solution to your issue

Hello ​@mauerbach,

 

I hope you are doing well. 

I want to confirm if you were able to solve your issue by utilizing the suggested solution or if the information provided was useful.

Let me know and I will gladly help you address the situation as soon as possible.


Best regards,
Ma. Cassandra | Docusign Community Moderator

"Select as Best" below if you find the answer a valid solution to your issue!

Hi there, no this does not resolve the issue. I actually meant to post this as an Idea/Feature request, not a question, so I’ll go ahead and do that now.

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