A reliable document workflow needs more than a good first analysis. Your team must know which company details were used, where the report lives, whether the original files were kept, and how to retrieve the right version later. This guide explains those separate controls in Auditra without treating a storage allowance as a promise of indefinite archiving.

1. Keep the three kinds of profile separate

Your personal profile identifies your account. Your plan and storage details describe account access and capacity. Company Profiles contain business information reused as analysis context. Editing one is not a substitute for editing the others.

From Profile Settings, use the Company Profiles shortcut to open Company Profiles. Add the company name and the relevant verified details. Review the company address, contacts, and trade identifiers before saving. Leave unknown optional values blank.

Give each company an unambiguous name. If a company changes address or registration information, update the stored details and confirm the intended profile before your next analysis. A saved profile saves repetitive typing; it does not independently verify the company's identity or override contradictory source evidence.

The page shows available profile capacity for your plan and provides edit and removal controls. Removing a reusable profile should be deliberate, especially when your team expects to use it again. Use the return link to get back to Profile Settings rather than navigating through the header menu from the beginning.

2. Decide what happens to uploaded originals

In import and export analysis, Source Document Security offers two different choices. Delete after analysis removes the source documents after processing. Save securely retains originals for documentation and later re-analysis. Make this choice for the shipment rather than assuming it follows automatically from your plan name.

The generated report is a separate saved record. A report can remain in history even when the original uploaded PDFs are not retained. If your process requires the original signed invoice or transport document later, keep an approved copy in the appropriate company system; the report alone is not a replacement for that source.

Auditra storage and retention policy panel showing current rules and account status in an isolated trial preview — The working policy panel explains source choices, temporary uploads, and paid-storage expiry. 1 — current account status. 2 — custom schedules are separate from today’s retention controls. The preview uses a local Trial fixture with no paid expiry date; the live panel reads the signed-in account.

3. Understand what the storage meter measures

Storage usage can include saved reports, retained files, and metered account data. A small number of bytes before uploading a PDF can therefore be legitimate. It does not automatically mean that an unknown document has been uploaded. Check the usage screen and retained records when investigating a larger or unexpected change.

Temporary upload processing and retained storage serve different purposes. An upload may be available during processing without becoming a permanently retained original. Temporary or abandoned uploads have a 24-hour expiry policy. Avoid relying on temporary upload space as an archive.

Before a large review, check remaining storage and credit balance separately. Storage measures capacity; credits cover selected processing services. Buying credits does not necessarily change how many originals your account can retain, and additional storage does not eliminate analysis charges.

4. Use history to preserve review context

Give a saved shipment a meaningful order or invoice reference.
Open the intended shipment from history and confirm its parties, document set, and date.
When replacing a source, preserve a clear distinction between the previous and corrected version.
Review the saved result before forwarding it; do not assume that a historical report reflects a later document revision.
Download needed reports and files before an account or storage transition affects access.

Illustrative example: a shipment was reviewed on Monday, then the supplier issued a revised invoice on Wednesday. The Monday report describes the earlier evidence. Label the revised source, review the affected values again, and share the new result with a note explaining what changed. Do not silently distribute the earlier report alongside the new invoice.

5. Read retention rules without assuming a fixed period

Open Billing → Data Retention → View policy in Profile Settings. The panel explains the current rules and displays paid-storage dates when the account has them. It does not invent a three-year retention period for every account.

The paid-storage policy provides a seven-day read-only grace period after expiry, followed by 30 days of locked retention before content is eligible for cleanup. A cleanup eligibility date is not a guaranteed deletion timestamp. Download necessary material and renew in time rather than relying on the grace or locked period as routine storage.

Choosing your own account-wide automatic deletion schedule is still marked Soon. The existing per-analysis source choice works independently of that future setting. Financial or security records may follow different retention requirements, so deleting a source file is not equivalent to erasing every record associated with an account.

A practical weekly routine

Check that reusable company details remain current.
Confirm that recent reports have clear references and that corrected versions are identifiable.
Review retained originals and remove content only when your organization's requirements allow it.
Monitor storage usage and any upcoming paid-storage expiry.
Keep required final records in your organization's approved archive.

Review your settings, manage Company Profiles, or return to the import analysis guide.