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How long sources are kept

Set how long your company keeps meeting notes, transcripts and uploads, place a legal hold, and find, hold or delete sources across every project.

Updated 19 October 2026

Who this is for: company administrators.

Sources — the notes, transcripts and documents added to projects — are kept for 365 days and then deleted, unless you choose otherwise. Only the source documents are deleted. Requirements, proposals, decisions and everything else they produced are kept.

Change the company's retention policy

  1. In Admin, on the Overview tab, choose Sources.
  2. Under Retention policy, choose Change.
  3. Type the number of days to keep a source, or tick Keep forever.
  4. Choose Save. If the new period is shorter, read the confirmation, then choose Save policy.
The Admin Sources page showing the retention policy of 365 days, the totals, and a table of sources across projects with their kept-until dates and hold state.
Fictional demonstration project. All names and details are invented and do not represent any real organisation, including any that shares a name with it.

Hold or delete sources across projects

  1. On the same page, narrow the list with Organisation, Project, Hold and Expiring within 30 days.
  2. Tick the sources you want.
  3. Choose Hold to keep them until the hold is lifted, or Lift hold to release them.
  4. Or choose Delete… and confirm with Delete.

Keep a project's sources for less time

  1. Open the project and choose Project Setup, then the AI tab.
  2. Under Source retention, choose Keep sources for less and type the number of days.
  3. Choose Save retention.

When a shorter policy takes effect

Deleting starts with that night’s run, and a change reaches existing sources within a day. A source is deleted the given number of days after it was added. A project can keep its sources for less time than the company, never for longer.

A source on hold is never deleted — not by the policy and not by anyone — until the hold is lifted. In a project, people with the manage project settings permission can also choose Hold on a source in Project sources.

Reading the list

Kept until shows On hold, Forever or the date a source will be deleted. A date less than 14 days away is shown in amber. The totals above the list count only the sources that match your filters.

Who can do this

The company’s Sources page is for company administrators. A project’s own retention needs the manage project settings permission on that project.

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