Care-record retention holds

A retention hold preserves an organization Client's care records during account deletion. It does not keep the person's login or personal workspace active. Owners, Manager Staff, and CareMap administrators can manage holds.

Open active holds

Switch to the organization workspace and open Organization > Holds. Administrators can also open Admin > Access > Organizations, select the organization, and find Care-record retention holds on Overview.

The list shows the Client, reason, placement time, and expiry. No expiry means no ending date was set. Use search to find a hold and Next page or Previous page to move between pages. Refresh page reloads the list; after a loading error, the control becomes Retry.

Add a hold

1. Select Add hold.
2. Search the Client picker and select the intended assigned Client. Use its paging controls if needed.
3. Enter a Reason explaining why the records should be retained.
4. Optionally set a future date and time in Optional expiry.
5. Select Add hold to save.

Adding a hold for a Client who already has one updates its reason and expiry. Review the existing entry before changing it.

The Client must be assigned to this organization. If the organization has no Clients, adding a hold is unavailable. The reason is required and can contain up to 2,000 characters. A supplied expiry must be in the future. A failed save keeps the dialog open so you can correct the problem and retry.

Release a hold

1. Find the hold and select Release.
2. In Release retention hold, enter a Release reason.
3. Confirm the release.

A release reason is required and is recorded in audit history. Releasing the hold does not itself delete care records. The hold leaves the active list; expired holds also stop appearing as active.

If the expected hold or Client is missing

Clear the search, check the organization, and refresh. The list shows active holds, so a released or expired hold will not appear there. When a Client is missing from the picker, have an authorized manager verify the Client assignment. If management controls are unavailable, check your organization role and Manager setting.

For the separate account-deletion process and its cancellation period, see Delete your account.