Managing Your Data Retention Settings
At Claras, we prioritise the security and management of your data. To give you greater control over your practice's information, we've introduced data retention settings. These settings allow you to customise how long meeting recordings and transcripts are stored within the platform.
Data retention is a critical aspect of information management for several reasons:
Client Confidentiality: Protecting your clients' personal and financial information is paramount. Customising retention periods helps maintain confidentiality by removing unused data.
Privacy Compliance: Adhering to data protection regulations requires timely deletion of sensitive information. Retaining data longer than necessary may lead to compliance issues.
There are two main components you can control:
Delete Recordings: Enable this setting to automatically delete audio and video files (e.g., MP4, MP3) uploaded to Claras. These include files uploaded from other platforms (e.g. Teams, Zoom) or live recordings conducted in Claras.
Retention Period: Specify the number of days after a meeting is finalised before the recordings are deleted.
Delete Transcripts: Enable this setting to automatically delete the text transcripts of your meetings - either provided by you from another platform (e.g. Teams, Zoom) or generated from Claras.
Retention Period: Specify the number of days after a meeting is finalised before the transcripts are deleted.
Navigate to Settings: Click on your practice name in the main menu to access the dropdown, then select "Settings."
Select the Data Tab: Within the settings page, click on the "Data" tab to view the data retention options.
Enable Deletion: Toggle the switch next to "Delete Recordings" to turn on automatic deletion.
Set Retention Period: Enter the number of days you'd like to retain recordings after a meeting is finalised. For example, entering "30" means recordings will be kept for 30 days before deletion.
Enable Deletion: Toggle the switch next to "Delete Transcripts" to turn on automatic deletion.
Set Retention Period: Enter the number of days you'd like to retain transcripts after a meeting is finalised. For example, entering "60" means transcripts will be kept for 60 days before deletion.
Update Settings: Click on the "Update" button to save your changes.
Cancel Changes: If you change your mind, click "Cancel" to discard any unsaved changes.
Finalised Meetings: The retention periods apply after a meeting has been finalised. A meeting is finalised when you click the "Finalise" button and the status changes to "Finalised".
Non-Recoverable Deletion: Once recordings and transcripts are deleted, they cannot be recovered. Be certain about your retention periods.
Compliance with Regulations: Check any legal or regulatory requirements regarding data retention to ensure compliance.
A: If you do not enable these settings, your meeting recordings and transcripts will be retained indefinitely within Claras, allowing you to access them at any time. You can always delete them individually from the meeting page.
A: When enabled, you can select anywhere between 1 day and 3,650 days (10 years). You can also retain recording files and/or transcripts indefinitely by disabling the option for automatic deletion.
A: Our system deletes old recordings and transcripts periodically (once every hour). Please check again in an hours time and they should be deleted.
A: No, once data is deleted through the automatic process, it cannot be recovered. Please ensure you're comfortable with the retention periods you've set.
A: No, deleting transcripts will not impact your file notes. File notes are generated from transcripts but are stored separately and will remain accessible.
Why Are Data Retention Settings Important?
Data retention is a critical aspect of information management for several reasons:
Client Confidentiality: Protecting your clients' personal and financial information is paramount. Customising retention periods helps maintain confidentiality by removing unused data.
Privacy Compliance: Adhering to data protection regulations requires timely deletion of sensitive information. Retaining data longer than necessary may lead to compliance issues.
Understanding the Data Retention Options
There are two main components you can control:
Deletion of Meeting Recordings
Delete Recordings: Enable this setting to automatically delete audio and video files (e.g., MP4, MP3) uploaded to Claras. These include files uploaded from other platforms (e.g. Teams, Zoom) or live recordings conducted in Claras.
Retention Period: Specify the number of days after a meeting is finalised before the recordings are deleted.
Deletion of Transcripts
Delete Transcripts: Enable this setting to automatically delete the text transcripts of your meetings - either provided by you from another platform (e.g. Teams, Zoom) or generated from Claras.
Retention Period: Specify the number of days after a meeting is finalised before the transcripts are deleted.
How to Configure Your Data Retention Settings
Step 1: Access the Data Settings
Navigate to Settings: Click on your practice name in the main menu to access the dropdown, then select "Settings."
Select the Data Tab: Within the settings page, click on the "Data" tab to view the data retention options.
Step 2: Configure Deletion of Meeting Recordings
Enable Deletion: Toggle the switch next to "Delete Recordings" to turn on automatic deletion.
Set Retention Period: Enter the number of days you'd like to retain recordings after a meeting is finalised. For example, entering "30" means recordings will be kept for 30 days before deletion.
Step 3: Configure Deletion of Transcripts
Enable Deletion: Toggle the switch next to "Delete Transcripts" to turn on automatic deletion.
Set Retention Period: Enter the number of days you'd like to retain transcripts after a meeting is finalised. For example, entering "60" means transcripts will be kept for 60 days before deletion.
Step 4: Save Your Settings
Update Settings: Click on the "Update" button to save your changes.
Cancel Changes: If you change your mind, click "Cancel" to discard any unsaved changes.
Important Considerations
Finalised Meetings: The retention periods apply after a meeting has been finalised. A meeting is finalised when you click the "Finalise" button and the status changes to "Finalised".
Non-Recoverable Deletion: Once recordings and transcripts are deleted, they cannot be recovered. Be certain about your retention periods.
Compliance with Regulations: Check any legal or regulatory requirements regarding data retention to ensure compliance.
Frequently Asked Questions
Q: What happens if I don't enable the deletion settings?
A: If you do not enable these settings, your meeting recordings and transcripts will be retained indefinitely within Claras, allowing you to access them at any time. You can always delete them individually from the meeting page.
Q: How long can I retain recordings and transcripts?
A: When enabled, you can select anywhere between 1 day and 3,650 days (10 years). You can also retain recording files and/or transcripts indefinitely by disabling the option for automatic deletion.
Q: Why is my recording or file is still showing after I enabled automatic deletion?
A: Our system deletes old recordings and transcripts periodically (once every hour). Please check again in an hours time and they should be deleted.
Q: Can I retrieve deleted recordings or transcripts?
A: No, once data is deleted through the automatic process, it cannot be recovered. Please ensure you're comfortable with the retention periods you've set.
Q: Will deleting transcripts affect my file notes?
A: No, deleting transcripts will not impact your file notes. File notes are generated from transcripts but are stored separately and will remain accessible.
Updated on: 23/12/2024
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