Contacts - Bulk Archive option if inactive for an extended time
Bulk archive option for any contact either supplier and customer with no activity after 2 years or at least being able to run a report for the same inactivity (Smart list does not offer the options needed)
Shannon O'Connell
shared this idea
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Nathaniel Cassidy
commented
Auto archive functionality for contacts.
To help keep Xero records accurate and up to date while at the same time reducing administration time. The functionality would work by specifying a trigger and timescale, such as no purchase within the last 3 years to then automatically archive that contact.
This would have benefit not just within Xero but also for organisations using third-party integrations by ensuring that customers and suppliers records are relevant and up to date.
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Suzi Clifton
commented
Yes please! I need this also.
I ran a Receivables Invoice Summary by group so have the names to keep, but it means going through 1 by 1... -
G Jones
commented
The EU's GDPR states that data must not be retained "longer than necessary". In the UK, a sensible rule of thumb for this is 6 years to be able to provide records to the tax authority as needed, but our business does not need to keep records longer than this and our data retention policy states to customers that we will not keep their data longer than 7 years.
We have tens of thousands of "contact" records in xero but there is no way to delete the details of customers that have not interacted with us 7 years.
Xero should allow users to set a "data retention period" in the settings and when this time passes, it should provide a tool that allows the PII of customers to be purged from the system and no longer saved.
Xero has a responsibility as a "Data Processor" under GDPR. Data processors and sub-processors are responsible for processing personal data on behalf of the controller. They must follow the controller’s instructions, including abiding by a data retention timeframe, which should be set out in the contract or data processing agreement. Details should also include what will happen to the personal data once the contract is terminated.