How Do I Approve or Cancel a Permanent Deletion Request?

Permanent deletion requests are listed under Permanent Deletion Requests in the Deleted Documents view of Documents. A different reviewer must approve each one, and once the file is purged it cannot be restored.

Steps

1. Go to Documents and click Deleted Documents.
2. Scroll to Permanent Deletion Requests and expand a request to read its reason.
3. Click Review File to check the file.
4. Click Approve Permanent Deletion, or Cancel Request to keep the file.

Request statuses

• Needs review: waiting for a reviewer.
• Waiting for deletion: approved. Deletion runs in the background.
• Deleted: the file was purged. It shows as Permanently deleted in the list.
• Cancelled: the request was dropped. The file stays in Deleted Documents.

Why a request cannot be made or approved

• The file must be in Deleted Documents first.
• Only files in the Other or Report category can be purged. Tax, legal, offering, generated statements, and files with version history must be kept.
• A retention rule for that file type must be approved first, and holds must allow deletion.
• Only one open request per file is allowed.
• If the file or its retention rules change after the request, review it again or cancel and start over.
• You need document edit access to see this panel, and approval rights to approve.

Good to know

• A hold, changed rule, or storage error can delay an approved deletion.
• The backup cleanup date is a policy deadline, not proof that backups have been erased.
• To request a deletion, see How Do I Keep or Permanently Delete Files?.

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