Deleting Previous Versions of Files

Deleting Previous Versions of Files

Hitherto in Safe4 it has been possible to delete files with their complete version history. This meant that if earlier versions were no longer required, or if they contained personal information that needed to be removed from the system, this was only possible by deleting the whole version history and uploading the file again.

GDPR Requirements

In the event that a spreadsheet, for example, contains information that relates to individuals who have left an organisation or who have requested that their data be removed, there may be a lengthy history representing the life-cycle of a specific file containing personal information. The new Regulation requires that it must be possible for any information regarding to individuals to be removed if none of the 6 reasons for retention of the data are applicable. While it is possible for the row in a spreadsheet that relates to the individual in question to be deleted and the file updated, this will not remove the reference in previous versions if the Safe4 versioning facility has been used.

Safe4 now provides a function for removing previous versions of a file before a specific date, without affecting the more recent versions.

Clicking the circular icon to the right of a filename, where one is displayed, will show the previous versions of that file:

In this illustration the file Health and Safety Law has been uploaded a number of times between 13 February 2017 and 23 November 2017. Each earlier version now shows a dustbin icon representing the ability to delete that version and earlier ones. If it is necessary to delete all versions of this file before 14 February 2017, for example, the delete icon next to the latest version before that date should be clicked. A warning message will be given:

After the OK button has been clicked, the version history will be refreshed:

Once earlier versions of files have been deleted in this way, they will be permanently removed from the system and cannot be recovered. This function should therefore be used with caution.