Fax.Plus Document Retention policy – FAQs

Who can use this feature?

Available on Enterprise plan.

Accessible to Owners and Admins on Web App.

Document Retention refers to the practice of storing and maintaining documents, records, and information for a specific period of time in accordance with legal, regulatory, or business requirements.

By implementing a document retention policy, companies have the option to remove their fully-encrypted documents from our data centers after a certain period. The purpose of Document Retention is to ensure that important documents are preserved for future reference, auditing, compliance, and legal purposes while also allowing for the responsible disposal of documents that are no longer needed.

Document Retention with Fax.Plus

Document Retention policy allows the account Owner and Admins to specify the number of days Fax.Plus should retain each fax after its creation. Once this specified period is over, Fax.Plus will permanently purge the stored faxes. This action is company wide, and will affect all team members within your Fax.Plus organization.

Warning: Once a fax is deleted based on this policy, this action cannot be undone and your faxes will be deleted permanently after the defined period.

Why should I enable Document Retention policy?

By default, Fax.Plus provides full encryption using 256-bit Advanced Encryption Standard (AES) for all faxes and their backups, and to deliver the strongest privacy protection, we store users’ personal information on our Swiss data center, which is protected by the Swiss Federal Data Protection Act (FADP) and the Swiss Federal Data Protection Ordinance (FODP).

Companies operating in regulated industries may still need to adhere to strict requirements regarding the storage of faxes. These requirements may entail keeping faxes within a specific region or storing them locally or in a designated repository. While our Data Residency feature addresses local data residency requirements, our document retention policy allows companies to opt for the removal of their fully-encrypted faxes from our data centers after a certain period.

How can I specify the Document Retention period from my account?

By default, all fax files at rest are encrypted using 256-bit Advanced Encryption Standard (AES) and stored in Swiss data centers with the highest privacy and security measures in place. However, if you need to delete faxes from our servers after a certain period of time for compliance reasons, you can specify your ideal period.

Follow these steps to specify your Document Retention period:

  1. Login to your Fax.Plus account, and go to the Profile section on your Dashboard.

  2. Under the tab for Compliance, find Document Retention Period.

  3. Next, click on Edit.
  4. Specify the document retention period for Received Faxes, and also Sent Faxes.
  5. Click on Confirm.
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