Files extension
Ten years means ten years. For the administrator too.
Invoices, payslips, contracts, medical records: documents the law requires you to keep for a precise period. Retention locks them until that date: no trashing, no overwriting, no deleting — not even by the administrator. And when the period ends, destruction is tracked.
It extends, it does not shorten
Whoever has the “Retention” permission on the folder applies or extends the lock on a file or a selection, until a future date. Shortening or removing it is not a normal operation: it is a “break-glass” reserved to the Files administrator, with a mandatory reason, written to the WORM audit — the register that cannot be modified — as well as to the activity. The lock lives in the deletion paths themselves: trash, deletion, overwriting, automatic clean-up all run into it, so there is no side road. File expiry does the opposite — authorises removal after a date — and the two coexist.
How it works
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Apply the lock
Right-click the file or the selection → Legal hold → end date. From then on the file carries the padlock and no deletion path touches it.
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Extend when needed
A dispute, an inspection: the date is moved forward by whoever has the permission. Backwards, no.
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End of period, or emergency
On the date the lock falls and the file becomes deletable again — with deletion tracked. Before the date, only the administrator can lift it, writing why: the row lands in the immutable register.
The file the law requires you to keep has no Delete button.
What you can do
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No side road
Trash, deletion, overwriting, automatic clean-up, moving out: all check the retention date. There is no action that ignores it.
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Tracked break-glass
Early removal belongs to the administrator, with a reason, on the WORM audit. Whoever checks sees who broke the glass and why.
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In bulk
A selection of files, one date: a whole year of invoices in one gesture.
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Collection of locked files
All files under retention with their end date, to know what frees up when.
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With preservation
Retention keeps the file in Files; Compliant preservation submits it to an accredited provider. For tax documents, together.
Frequently asked questions
Can a file under retention be edited?
It cannot be overwritten or deleted. To freeze it completely — no edits, no renaming — combine it with the folder’s “Read-only” protection or with the locking expiry.
What if the company ends its contract with Kamzan?
Files are exported, retention included as information. The lock is a guarantee inside Files; the obligation to preserve stays with the company, and for that there is Compliant preservation.
Who decides the dates?
Whoever has the permission on the folder, according to your sector’s obligations. Files does not impose durations: it records and enforces them.
The other Files features
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Alex