How long identity documents are kept, and deleting one

Steps

1. 1

   Open the customer's record

   On the CDD Records tab select Verify / Edit on the individual customer's row. He closed his account at the end of September.

   • Select Verify / Edit
2. 2

   Try a date in the future

   In Relationship end date enter 31 December 2026, a date that has not yet come, and select Save. A red message says the relationship end date cannot be in the future. Nothing is saved.

   • Type Relationship end date: 2026-12-31
   • Select Save
3. 3

   Enter the real end date and save

   Change the date to 30 September 2026, the day the account was closed, and select Save. The message says CDD record updated.

   • Type Relationship end date: 2026-09-30
   • Select Save
4. 4

   Store his proof of address

   Open the record again. In Document type choose Proof of address, choose the file imran-siddiqui-proof-of-address.png, and select Upload document. A picture file is stored the same way as a PDF.

   • Select Verify / Edit
   • Select Passport
   • Choose Proof of address
   • Upload Choose a file: imran-siddiqui-proof-of-address.png
   • Select Upload document
5. 5

   Read when the document will be deleted

   The last line under the stored document now says Kept until 30 September 2031, then deleted. That is the relationship end date plus five years, the retention period of this entity. While the end date was empty, the line said the document is kept while the relationship is ongoing.

6. 6

   Upload the same file again by mistake

   Suppose the same bill is uploaded a second time by mistake. Choose Proof of address and the same file, and select Upload document. The section now lists two documents.

   • Select Proof of address
   • Choose Proof of address
   • Upload Choose a file: imran-siddiqui-proof-of-address.png
   • Select Upload document
7. 7

   Select the bin beside the duplicate

   Select the red bin at the end of one of the two lines. A window titled Delete KYC document says the file will be erased and cannot be recovered, and that the record of what was held, who deleted it and why is kept.

   • Select Delete document

   

8. 8

   Type the reason

   In Reason for deletion say why. At least 10 characters are required, and the Delete document button stays grey until then.

   • Type Reason for deletion: Duplicate upload of the same utility bill
9. 9

   Select Delete document

   Select Delete document. A message confirms that the document was deleted and that the deletion and its reason are recorded. The line stays in the list, marked Deleted, with your name, the date and the reason, but the file is gone.

   • Select Delete document
10. 10

    Close the window with the Escape key

    With two lines in the list, the Cancel and Save buttons are below the bottom of the screen. Press the Escape key to close the window. The documents were already stored and deleted when you used their buttons.

11. 11

    Open the retention setting

    The number of years is a setting of the entity. Select the Adverse Media tab. In the first card, find KYC document retention. It shows 5 years, the legal minimum, and accepts 5 to 30.

    • Select Adverse Media
12. 12

    Change it to 6 years and save

    This company's policy is six years. Type 6 in the box and select Save beside it. A message says KYC documents are now kept for 6 years after the relationship ends. The line under the card records who last changed the settings and when.

    • Type KYC document retention: 6
    • Select Save
13. 13

    See the new deletion date on the record

    Go back to CDD Records and open the customer's Verify and Edit window once more. The stored document now says Kept until 30 September 2032. The change applies to every customer of this entity.

    • Select CDD Records3
    • Select Verify / Edit