Set note retention and automatic deletion | Chartnote

Set note retention and automatic deletion

Choose whether Chartnote automatically deletes your notes, audio and transcripts after 1 to 90 days.

Who this is for: Solo users (personal policy) and team Admins (team policy) · Plans: All plans · Where: Web (app.chartnote.com)

From Nov 1, 2026, one retention policy covers notes, audio recordings and transcripts. It replaces the separate note and file settings (1–30 days).

  • Auto-delete is off by default, so nothing is deleted automatically unless you turn it on.
  • You can choose any value from 1 to 90 days. Values outside that range are adjusted to the nearest allowed value.
  • When a note is auto-deleted, its recordings, transcripts and attachments are deleted with it.

Warning: Anything deleted by the retention policy skips the Trash and can't be recovered, not even by Chartnote Support.

Set your personal policy

  1. Sign in at app.chartnote.com and make sure you're in your Personal context.
  2. Click your avatar in the bottom-left corner to open the account menu.
  3. Open Settings → Preferences.
  4. In the Note Retention Policy card, check Auto delete notes.
  5. In Auto delete notes after … days, enter the number of days (1–90). The field shows 30 until you change it.
  6. Click Save in that card.

Set your team's policy (Admins)

  1. Click your avatar in the bottom-left corner to open the account menu.
  2. In the context dropdown, choose your team.
  3. Click Team in the left sidebar to open Team Management.
  4. Click Settings.
  5. Under Note Retention Policy, turn on auto-delete and enter the number of days (1–90).
  6. Save your changes.

The team policy applies to all team notes. Your personal policy applies to your personal notes only. The Settings card on Team's Dashboard shows "Notes are deleted after N days" or "Notes are kept indefinitely."

Note: The retention card in the app mentions "clinical notes" only, but recordings and transcripts are deleted too. Deletion runs once a day.

How this works with the Trash

Notes and drafts you delete go to the Trash for 30 days. If your retention policy falls due sooner, the policy wins and the note is permanently deleted.

Last reviewed: October 2026 · Applies to Chartnote 3.0