Retain and delete Letter Manager evidence safely
Coordinate database rows and files so evidence is not partially removed. The guide then takes you through the correct route, the checks to complete before making changes, the workflow in order, and the evidence to review afterwards.
Where to goAuthorised retention process → Letter Manager tables and uploads/letter_manager
Before you start
- Use an authorised account and confirm the customer, external recipient, template, letter or configuration is the intended one.
- Follow the exact route shown above and verify the stored record, generated file and delivery evidence instead of relying on an alert alone.
What you’ll accomplish
Coordinate database rows and files so evidence is not partially removed. These instructions follow the inspected module’s live hook, route, controller, model, installer, PDF helper and view flow.
Follow these steps
- Identify the history row.
- Identify its PDF, signature image, optional enclosure and email-open rows.
- Verify legal hold and retention requirements.
- Perform an approved deletion/anonymisation procedure consistently across records and files.
- Check public links no longer expose removed content where deletion was authorised.
Fields and options to review
Action scopeCoordinate database rows and files so evidence is not partially removed.
Module version1.0.0
Exact routeAuthorised retention process → Letter Manager tables and uploads/letter_manager
EvidenceVerify the history row, PDF, email metadata, open evidence, signature, public page, client view or postal fields produced by this flow.
Rules the system enforces
- The supplied module has no retention, anonymisation or delete UI.
- Removing only a database row or only a file can leave inconsistent evidence.
How to confirm it worked
- The requested letter, template, setting, file or tracking detail is created or updated through the supported route.
- The history row, generated PDF, email/send metadata, public verification, signature evidence, client view or postal display agrees with the action.
- Any warning, missing file or failed send is investigated rather than bypassed.
Security, privacy and operational checks
- Apply least privilege and verify recipient identity before sending or exposing public links.
- Protect PDFs, enclosures, signatures, verification URLs, email-open metadata, IP addresses and customer data under organisational policy.
- Test configuration and deployment changes with controlled records before production-wide use.
- Interpret email opens and e-signatures according to their documented technical limitations.
Continue with related guidance
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