Docbox is installed within your organisation's own infrastructure - your data does not leave your environment until it is securely transmitted to CFH for printing. At no point does CFH have access to your data outside of the print fulfilment process.
When a document is submitted for printing, Docbox stores information about that job. This includes the PDF itself, details about the recipient, and a record of the submission. Docbox does not keep this data indefinitely - it is automatically removed in stages, according to your organisation's data retention settings. Retention periods are configurable, allowing your organisation to align Docbox with its data protection and governance policies.
What gets removed and when
Docbox removes data in three phases:
| Phase | What is removed |
|---|---|
| Phase 1 | The PDF and its catalogue entry |
| Phase 2 | Recipient details and document title |
| Phase 3 | The print job record itself |
Each phase has its own retention period, configured by your organisation's administrator. The phases always run in order - the PDF is removed first, then the recipient details, then the job record.
What you will see in the dashboard
Once Phase 1 has run, the PDF is no longer available. If you attempt to view it, the filename will show as file-removed.pdf. This is not an error - it confirms that the PDF has been removed from the system in line with your organisation's data retention policy.
Once Phase 3 has run, the job record itself is removed and the job will no longer appear in the dashboard at all.
If you need data that is no longer available
Data that has been removed cannot be recovered. If you have a recurring need to access older data, speak to your administrator about your organisation's retention settings.
Your organisation's settings
Retention periods are configured by your administrator via the Control Panel. If you have questions about how long data is retained in your organisation, contact your administrator.
Where your data goes for fulfilment
Once a job has completed processing within Docbox, it is sent to the relevant output channel for print and post fulfilment. At this point, your data is processed under that output channel's own privacy policy.
- CFH Managed:- CFH Legal
- Docmail:- Docmail Legal