Retention period for packets, data books and audit (SECURITY.md D6) #7

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2026-10-19T02:50:13Z

spencerm commented

2026-10-19 02:50:13 +00:00

Nothing is deleted today. A retention period lets a later phase close D6 and M5.

To answer: how long filed packets, data books, MTRs and the audit log must be kept, and whether anything may ever be purged.

Plan reference: Q9a in docs/PLAN.md (open questions). Answer here; the build takes the default until then.

Nothing is deleted today. A retention period lets a later phase close D6 and M5. **To answer:** how long filed packets, data books, MTRs and the audit log must be kept, and whether anything may ever be purged. --- Plan reference: Q9a in [docs/PLAN.md](https://gt.pescoinc.biz/spencerm/PacketStation/src/branch/main/docs/PLAN.md) (open questions). Answer here; the build takes the default until then.

spencerm added the decision: Q.C.decision: Seth labels 2026-10-19 02:50:13 +00:00

SethD commented

2026-10-26 15:41:18 +00:00

I'm pretty sure all data has to be preserved. We will need to figure out where to store all this. M-Files??

spencerm commented

2026-10-27 19:23:32 +00:00

Thanks. Two details before this can be recorded as decided:

Is "keep everything, never purge" confirmed for filed packets, data books, MTRs and the audit log? Or does a customer contract or the quality manual set a minimum period (for example 10 years) after which old records may move to an archive?
Where an outside copy lives. Packet Station cannot store records in M-Files: it is read-only to M-Files by design, and that rule stays. Today every record stays in Packet Station's own database and storage volume on docker-1, with a nightly backup. If records must also be filed outside Packet Station, who owns that store, and should it be a manual step (Q.C. or Clerical downloads the filed data book PDF) or something IT sets up?

Until this is answered nothing is deleted, as built.

Thanks. Two details before this can be recorded as decided: 1. Is "keep everything, never purge" confirmed for filed packets, data books, MTRs and the audit log? Or does a customer contract or the quality manual set a minimum period (for example 10 years) after which old records may move to an archive? 2. Where an outside copy lives. Packet Station cannot store records in M-Files: it is read-only to M-Files by design, and that rule stays. Today every record stays in Packet Station's own database and storage volume on docker-1, with a nightly backup. If records must also be filed outside Packet Station, who owns that store, and should it be a manual step (Q.C. or Clerical downloads the filed data book PDF) or something IT sets up? Until this is answered nothing is deleted, as built.

spencerm commented

2026-10-27 21:12:28 +00:00

I will setup an archive NFS share on our QNAP system so that we can store all project files in an archive format. If we can add a setting in the admin settings for file locations, and for now just a folder path option that verifies read / write from that path

spencerm commented

2026-10-27 21:13:22 +00:00

Added to docs/PLAN.md (phase 10, "Archive location", PR 51): an ARCHIVE_ROOT mount for the QNAP NFS share in the app and worker containers, and an Admin File locations setting for the archive folder under that root. "Check" writes, reads back and removes a probe file, and saving runs the same check. Nothing is deleted from Packet Station; the archive is a copy.

Still needed before the copy itself is built:

What goes into the archive: the sealed data book PDF only, or also each packet's documents (MTRs, drawings, ITP) and a manifest?
When: at filing, or a nightly job that copies newly filed packets?
A minimum retention period, if Q.C. or a contract sets one.

Added to docs/PLAN.md (phase 10, "Archive location", PR 51): an ARCHIVE_ROOT mount for the QNAP NFS share in the app and worker containers, and an Admin File locations setting for the archive folder under that root. "Check" writes, reads back and removes a probe file, and saving runs the same check. Nothing is deleted from Packet Station; the archive is a copy. Still needed before the copy itself is built: 1. What goes into the archive: the sealed data book PDF only, or also each packet's documents (MTRs, drawings, ITP) and a manifest? 2. When: at filing, or a nightly job that copies newly filed packets? 3. A minimum retention period, if Q.C. or a contract sets one.

SethD commented

2026-10-28 17:04:50 +00:00

the data book and each packets documents with a manifest. It would need to go at filing

spencerm commented

2026-10-28 18:35:41 +00:00

Noted: all data is kept and nothing is purged. At filing, the data book and each of the packet's documents go to the QNAP archive share with a manifest. Recorded in docs/PLAN.md (phase 10, Archive location) and SECURITY.md D6 (PR 53). Closing.

spencerm closed this issue

2026-10-28 18:35:41 +00:00

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Reference: spencerm/PacketStation#7