Records, and how long they are kept

OpsBrio keeps most things for good — a driver’s record, a write-up, an OSHA case, every hour worked — and removes a few on clocks: chat after the years you choose, photos after their days, a declined candidate’s résumé, and the I-9’s pictures and SSN on the law’s clock. Here is each clock, what it removes, and which numbers are yours.

What is kept for good

• Every driver’s and office login’s record. Ending somebody’s access ends their sign-in; their history, photos, scorecards and everything they recorded stay on file. Accounts are never deleted.
• A write-up. An issued one is rescinded, never deleted — only a draft can be.
• Every version of a policy, so a signature from March reads against the words that were on the screen in March.
• The OSHA log, the case details and the verdict trails. OSHA asks for five years; nothing here deletes them.
• Hours, scorecards, the audit trails, and the texts and emails with candidates.
• A driver’s file — the MVR, base access and the rest — until somebody with HR edit removes a document by hand.

Chat

Settings › Chat

Three kinds of conversation, each with two clocks — one for the words, one for photos, videos and files, which never outlives the words: day channels and rescue chats; groups nobody has spoken in for a while (90 days quiet, out of the box); and desks, direct threads, office rooms, broadcasts and the groups in use. Every company starts at four years for each, and any of them can be set from 7 days to 5 years — five is the most. Each message is timed from when it was sent.

A file goes first, and its line says “Photo removed — past its keep time”; the words go when their own clock runs out. Remove on a message only hides it — management can still read it until its clock takes it.

Photos

Fleet › Settings › Photo retention

Check-in and check-out

Routine photos 90 days; a flagged one — damage reported, a failed check, an issue raised — 730.

Walk-rounds

Routine 730 days; flagged ones are kept for good.

Amazon’s DVIC photos

Routine 90 days, flagged 730 — and a frame filed on a damage record is never removed.

Ticket photos

365 days after the ticket is resolved; never while it is open.

The record of each photo — which position, when, where — stays for good; only the image goes. Photos on an injury or accident form are never removed, and neither are signatures, a van’s documents and service invoices, damage-record photos or a driver’s documents. A routine clock runs from 7 days to 10 years and a flagged one can be forever; changing them takes Fleet edit.

Candidates

Settings › Hiring › Keeping records

A candidate’s record — their answers, the notes, the timeline, every text and email — is kept. What goes is their résumé and the files they emailed in, 180 days after they were declined out of the box (30 days to 10 years, yours to set); a hired person keeps theirs. The card warns when your number is under the year federal record-keeping asks an employer to keep applicant records.

The I-9

OpsBrio holds the I-9 file — the name on the documents, the SSN, sealed, and pictures of the documents — not the Form I-9 itself, which HR keeps in your payroll app. The file is on two clocks:

The SSN

Removed 30 days — your number, 1 to 365 — after HR presses Entered in your payroll app. The clock starts at that press, never at hire, and an undo stops it.

Pictures, hired

Kept while the person works for you, then until the later of three years after hire or one year after their last day. The law sets these, not a dial.

Pictures, never hired

Deleted 30 days after the decline — your number; somebody never declined keeps theirs.

When the pictures go, a stub stays: the name, the last four of the SSN, and when it was entered. Each removal is written on the candidate’s timeline, and only HR at the candidate’s station sees the I-9 file at all.

When removals run

Every night between 2 and 4 am Eastern, at every company: photos, chat, the I-9 and résumés, in that order. Saving a shorter clock removes nothing until that night’s run, and nothing already deleted comes back. A run cut short finishes the next night, and a file is always removed before its record says so.

Who sets what

Chat

Settings edit — the Owner and Ops Managers out of the box.

Photos

Fleet edit.

Résumés and the I-9

HR edit — the Owner, Ops Managers and HR.

Fixed by OpsBrio

The I-9’s clocks for hired people, chat’s five-year ceiling, the photo clocks’ 7-day floor and 10-year cap, and that no driver, candidate or login record is ever deleted.