Managing Your File Notes: Completing, Archiving and Deleting

Effective management of file notes in Claras is crucial not only for maintaining an organised workflow but also for upholding privacy and data security standards. This guide explains how Claras' archiving and deleting functions support your practice or licensee's privacy and data security policies.

Privacy and Data Security Considerations

• Some licensees require that client information not be stored on 3rd party systems long-term
• Proper management of file notes helps maintain compliance with privacy regulations
• Claras provides tools to support your data retention and deletion policies

Future Benefits of Retaining File Notes in Claras

While proper data management is crucial, there are benefits to retaining relevant file notes in Claras:

• Claras is developing AI-driven client insights features
• Keeping comprehensive file notes will enhance these future capabilities
• Balanced retention of relevant data can lead to improved client service and business insights

Archiving vs Deleting: Privacy Implications

Archiving (When a file notes has been Completed or Done)

• Moves file notes out of active view but retains them in the Client page
• Useful for short to medium-term storage while maintaining easy access
• Supports compliance with record-keeping requirements

Deleting

• Permanently removes file notes and associated transcripts from Claras
• Crucial for complying with data minimisation principles
• Supports requests for data deletion from clients

Note: While deleting a file note removes it from the Claras database immediately, there may be residual copies in our backup files and logs. These will be removed after 7 days for database backups and 30 days for logs.

How to Archive a File Note

1. On the Homepage, navigate to the file note you want to archive
2. Click the "Archive" option (represented by a box icon)
3. Confirm your choice

Note: Archived notes are still available in the Client view.

How to Delete a File Note

1. Navigate to the file note you want to delete
2. Click the "Delete" option (represented by a bin or trash can icon)
3. You'll see a warning about the permanence of this action
4. Confirm your choice to permanently delete the note

Important: Deleting a file note removes both the note and its associated transcript from Claras entirely. This action cannot be undone and supports complete data removal for privacy purposes.

Best Practices for Privacy and Data Security

• Regularly review and archive or delete file notes in line with your data retention policies
• Use deletion for client data that should not be stored long-term on 3rd party systems
• Archive notes that may be needed for compliance or future reference
• Implement a consistent process for managing file notes across your practice

Frequently Asked Questions

Q: How does deleting a file note in Claras affect our privacy compliance?
A: Deleting a file note permanently removes all associated data from Claras, supporting compliance with data minimisation and deletion requests.

Q: Can archived notes be accessed by unauthorised parties?
A: Yes, archived notes are moved to the Client page in Claras, available at the bottom of the list of File Notes.

Q: How can I ensure compliance with my licensee's data storage policies?
A: Regularly review your file notes, archiving those needed for compliance and deleting those that shouldn't be stored long-term on 3rd party systems.

Need Help?

If you have questions about managing file notes in Claras to support your privacy and data security policies, please contact our support team using the in-app chat. We're here to help you use Claras effectively while maintaining compliance.

Updated on: 21/08/2024