Background
If you have received a DocuSign envelope you should consider downloading the completed envelope to a secure location in case the sender has implemented Retention Management. If Retention Management has been implemented, the envelope will be purged from the DocuSign system after the date the sender designates and after that date you will no longer be able to access it via the DocuSign system.
- Regarding a “secure location”:
- Please consult the Information Security Office's data classification standards [https://security.berkeley.edu/data-classification-standard] to determine the required protection level for downloaded envelopes.
- Please note that for protection level P4, only bIT provided secure file shares applications, CalShare [https://bconnected.berkeley.edu/collaboration-services/calshare] and Perceptive Content [https://technology.berkeley.edu/services/enterprise-applications/imagine-document-management-workflow] should be used as storage repositories.
Notifications
In general you will receive an email notification from DocuSign prior to the document’s being purged; however, sometimes this is not the case. For example,
- To receive notifications, you must enable the appropriate items in your My Preferences > Notifications > . Ensure that you have “Documents will be purged from the system” turned on.
- If you do not have a DocuSign account, DocuSign will not send a purge notification even though you received an envelope (because you have signed it or are on the c.c. list).
- Caution, potential for confusion: If any party on a DocuSign transaction deletes an envelope before it is purged, they will still receive the purge warning notifications. This is because the deletion only pertains to that person’s account and not to the envelope within the DocuSign system. The only way for a sender or recipient to not receive these notifications is to disable the notification option in their My Preferences > Notifications.
References
- Retention Management Overview for General Audience
- Document Retention
- Document Retention & Targeted333 0 Envelope Purge: What you should know before using these features
- Best practices for document retention and purging
- Knowledge Market Article: Document Retention & Purging
- Envelope Purge - DocuSign Admin​
- Purge Envelopes Guide (end user guide)