Document retention and permanent deletion
This article explains how long documents stay in MobilityManager, how versions accumulate, and what permanent deletion means, so you can manage document lifecycle deliberately.
Documents persist until you remove them
The shared DocumentModule does not automatically expire or purge uploaded files. A document stays available for as long as its parent record exists and until someone with the right permission deletes it. There is no built-in scheduled clean-up that removes documents after a set period, so retention is a matter of deliberate action, not automatic aging.
Versions accumulate over time
Because each upload of a replacement creates a new version rather than overwriting the previous one, a single document can hold several versions. Downloads always return the latest, but earlier versions remain part of the document's history. This is intentional — it preserves an evidence trail — but it means storage use grows with each replacement.
Tip: If you frequently re-upload corrected scans, remember that older versions are retained. Upload a clean, final copy once where you can, rather than many revisions, to keep history tidy.
Deletion is permanent and removes all versions
Deleting a document removes the document record and every one of its versions from your company's database in a single operation. There is no recycle bin and no undo within the DocumentModule. After deletion the file no longer appears in any list and cannot be downloaded through the platform.
| Action | Effect on retention |
|---|---|
| Upload a replacement | Adds a new version; nothing is removed. |
| Deactivate a category | Stops new uploads under that label; existing documents are untouched. |
| Delete a document | Permanently removes the document and all its versions. |
Deletion is tied to the parent record
You remove a document through the record it is attached to — a vehicle, damage case, Beleg (receipt/expense document), or Strafmandat (penalty notice). This keeps deletion intentional and scoped: you cannot delete a file except through the record that owns it, which reduces the chance of removing the wrong document.
Warning: Documents often serve as evidence for damage claims, penalty notices, and expenses. Before deleting, confirm the file is genuinely no longer needed and that no open case, audit, or legal obligation depends on it. Once the versions are removed, the content cannot be recovered from the platform.
Planning your own retention policy
Because the platform will not delete documents for you, define a policy your team follows:
- Decide how long each document type must be kept to meet your legal and tax obligations.
- Assign the documents:manage permission only to the roles responsible for that clean-up.
- Review and remove documents whose parent records are closed and whose retention period has passed.
Note: Deleting a document removes it from the platform's records. Coordinate document retention with your organization's broader data-retention and privacy obligations.
Related
- Deleting a document
- How documents work across the platform
- Tenant scoping and document isolation
- Encryption at rest and the encryption key
