Retention
No. In Vaultivo, nothing happens on the day a retention period expires. That is a decision rather than an oversight, and this is which one.
As of: 07.09.2026
Vaultivo keeps your documents indefinitely. There is no automatic deletion, not on the day a period expires and not later, and there is nothing that schedules or prepares one.
The retention date you see on a document is a piece of information. It does not stop you deleting the document permanently before that date, it triggers nothing after it, and it gates no feature at all. It is there so that you know where you stand.
It does not say you must delete it afterwards. Those are two different questions, and tax law answers only the first. A period is a floor: before it you may not destroy the record, after it you may.
Whether anything obliges you to delete it then depends on rules other than the ones that set the period. For a document carrying personal data that is a data-protection question rather than a tax one. Vaultivo does not answer that second question for you and does not pretend it can.
In practice: a period expiring is not an event that forces you to act. It is the point from which acting becomes possible at all.
It reminds you. Once a month the owners of an account receive a summary saying how many documents will reach their suggested retention date within the next three months, or have already passed it.
That email states explicitly that nothing has been deleted and nothing will be deleted automatically, and that reviewing them stays your decision. It links into the application where those documents are. It does nothing else.
Documents under a legal hold are left out of it, because there is nothing to decide about them. And if nothing is due at your end, no email goes out that month.
This is the distinction that matters most in practice, and it is deliberately built in two stages.
The file is gone. The record that it existed stays.
What is kept includes: that the document was purged, when that happened and by whom, the original filename, the file size, the checksum of the file, when it was uploaded, and the retention date that applied at the moment of deletion.
This is why purging in Vaultivo is a different act from deleting a file in a folder. After the folder, you can no longer show that the file was ever there. Here you can, together with the checksum that says which file it was.
That is what a legal hold is for. A document under hold can be neither deleted nor purged, whatever its retention date says and whatever anyone in the account intends.
Only an owner may place or lift one. Everyone else can see that it is there and cannot remove it.
A hold restricts nothing else. The document stays searchable, downloadable and part of every export. It holds the document in place; it does not hide it.
You do. That is not a courtesy, it is how the thing is built: Vaultivo is archival infrastructure and not a regulator. It does not know about your audit, your contracts or the undertakings you have given somebody, so it makes no decision that depends on them.
What it does instead: it shows what an irreversible action will do before you take it, it requires a deliberate multi-step confirmation for each one, and it records each one permanently. Who purged what, and when, is settled afterwards and cannot be edited.
This piece describes what happens when a period expires and what you can do afterwards. It is not tax advice and does not replace any.
In particular it does not tell you whether you should delete a given document. That depends on your case, and this page is not what knows your case.
Which period applies to which kind of record is the subject of the previous piece.