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AeroSign

Tracking and records · For administrators

Keep records, or delete them

Acknowledgement records can’t be edited, and they are kept for your retention period. A document can only be deleted once it is archived and that period has passed.

Last checked against the product on 9 November 2026

Documents

Withdrawing, archiving and deleting a document
ActionWhat happensRecords kept?
WithdrawThe document stops asking for acknowledgement and is hidden from staff. It no longer counts towards your active-document limit, and you can reactivate it.Yes. Administrators still see every acknowledgement and can export them.
ArchiveThe document moves to Archived, by hand or, if you choose, automatically on its expiry date. Every signature, revision and audit entry stays, and you can restore it.Yes.
Delete for goodOnly for an archived document whose retention period has passed, with no retention hold. You see exactly what will be removed first, then the file, its revisions, assignments, acknowledgements and knowledge-check results go. The deletion is written to the audit log.No, but only after the retention period.

The retention period

An Administrator sets how many years records are kept in Settings, Retention, never less than your plan’s minimum. The period runs from when the document was archived or from its last signature, whichever is later. Until it has passed, the document can’t be deleted by anyone in your organisation.

Note
A retention hold stops deletion altogether, for example during an audit or investigation. Place one on a single document from its page, or on the whole organisation in Settings, Retention. Holds need a reason and are written to the audit log.

People

Use the Enabled switch on the Users page to disable leavers. A disabled person can no longer sign in or receive emails, and their acknowledgement history stays on record. Disabled people still count towards your seats.

Your organisation

To delete the whole organisation, an Administrator asks AeroSign support. This is permanent: it cancels the subscription and removes the organisation’s documents, records, groups and audit log. Copies held in the hosting provider’s backups expire according to the provider’s retention. See the Security page.

What this doesn’t do

  • People cannot be deleted from within AeroSign; disable them instead. Ask support if a person’s data must be erased.
  • Records deleted after the retention period cannot be restored from within AeroSign. Export them first if you may need them.

Still stuck? Email support@useaerosign.com with the page you were on and what you expected to happen.