Data and security
Deletion warning emails
The emails before and after files are deleted, and who gets them.
Last updated · Facts checked
GarnerDocs emails you twice before a completed request's files are deleted, 14 days and 3 days ahead, and once more after they've gone. Nothing is deleted until both warnings have been sent.
Who gets them
- The owner, always. They can't turn these emails off.
- Admins, unless they turn off File retention on Settings → Notifications.
- Members never get them.
The three emails
| When | Subject | What it lists |
|---|---|---|
| 14 days before | "Files from 2 completed requests will be deleted on 14 November 2026" | Each request with its client, the date it was completed, how many files it has, its deletion date and a Download files link |
| 3 days before | "Final notice: files from 2 completed requests will be deleted on …" | The same list, as a last reminder |
| After deletion | "Files from 2 completed requests were deleted" | Each request and how many files were deleted, with an Open request link |
Each email has a Change retention period button that opens Settings → Workspace. Requests that reach the same step on the same day share one email, so you don't get one email per request.
Once the files are deleted, your owners and admins also see it under the bell: "3 files from Annual Accounts 2025 deleted after the retention period".
The deletion date is fixed by the first warning
The first email sets the date the files will be deleted. That date is at least 14 days after the email, even if the retention period would have ended sooner. From then on:
- It never moves earlier, even if you shorten the retention period.
- It moves later if you lengthen the period. You aren't emailed about the move, but you'll get the 3-day final notice again before the new date.
The request page shows the same date: "Files will be deleted on 14 November 2026".
What to do when you get one
- Select Download files next to each request, then Download all files on the request to save everything as a ZIP.
- Keep the files in your own system.
- If you need longer, change the period on Settings → Workspace before the date.
Good to know
- Your client isn't emailed when files are deleted. The request just leaves their client link page.
- Dates are worked out in your workspace's time zone. Workspace name, time zone and defaults
- Deleted files can't be recovered from GarnerDocs.