The longer you keep data, the more there is to lose if something goes wrong. Holding on to details for Crew you stopped working with years ago adds risk without adding value.
Agree a retention period
Decide how long your company needs to keep Crew data. Base it on your local rules and your business needs, such as payroll and tax records. This is your company’s policy decision.
Limit who sees Crew data after a job
Supervisors and other Crew don’t need to see a Crew member’s details long after a job ends. Go to Platform Settings > Profiles, choose the profile, and under Settings > Compliance set the Shared Crew data visibility duration. This is the number of days after a job finishes when that Crew member’s data stops being visible to Supervisors and other Crew. You can set it differently for each profile.
Set it up with Data Deletion & Retention
Data Deletion & Retention lets your company control how long Crew data is kept in Liveforce. Once it’s switched on, you set a retention period for each type of data:
- profile data
- chats
- historical job data
Each type is kept for the period you set. Any type without a retention period is deleted as soon as the Crew member is deleted.
Settings work at two levels: company-wide, and for each profile type, such as Employed Crew. That means you can set different retention periods for different types of Crew.
Who can change the settings
Owners can manage the retention settings, and so can Admins with the right permission. Deleting Crew has its own separate permission. Give both only to people who need them.
Remove Crew you no longer work with
Admins with the delete Crew permission can delete Crew you no longer work with. This only removes them from your company. They stay connected to any other agencies they work with on Liveforce. Their data is then kept or removed according to your retention settings. Deleted data can’t be restored, so make sure you’ve kept any records you’re required to hold before deleting.
Tidy up copies outside Liveforce
Your retention policy needs to cover copies outside Liveforce too. Exported spreadsheets and downloaded documents saved on laptops, shared drives or email need clearing out once you no longer need them.
What good looks like: Turn on Data Deletion & Retention, set a period for each type of data, and clear out copies you no longer need.