A sample, issued by Kolophi for its sample collection of a fictional company's files. Your firm's certificates have the same form, and are kept in your Kolophi install and its audit log.
Certificate of destruction DC-000001
| Issued | November 4, 2026, 21:59 UTC |
|---|---|
| Approved by (records manager) | Rita Alvarez, November 4, 2026 |
| Signed by (legal) | Priya Nair, November 4, 2026 |
| Authority | Records retention policy 4.2, approved by the management committee |
| Schedule | 2026.1+1a3bfe58 |
| Fingerprint (SHA-256) | dbdacd8adcb613769004bc7f13e304ed79f5b574c76db8adaa6a384e3b7d8300 |
Records destroyed (1)
| Record | Class and rule | Trigger | Retained until |
|---|---|---|---|
| Crane Lease Agreement between Halvorsen Marine, Inc. and Harbor Lift LLC harbor_crane_lease_2011.txt SHA-256 4b7e89fc40f5aa2a…73d5fd | CON-01, Commercial contracts: contract end + 7 years | June 30, 2017 | June 30, 2024 |
Originals at their sources
Kolophi reads your systems and never deletes from them. Your document system's administrator deletes these originals, using this list as the signed-off authority, and each later sync of the source checks whether they're gone. Download the list (CSV).
| File | Source | Location | At the source |
|---|---|---|---|
| harbor_crane_lease_2011.txt | folder:halvorsen | contracts/harbor_crane_lease_2011.txt | Not checked yet |
Checks and scope
At sign-off, each record was past its retention date under the current schedule, matched no active legal hold, was in no open matter, and its client had consented or been told and not objected.
Destroyed from this archive: the stored original, its extracted text, all descriptions and redaction layers, and its search index entries. A tombstone keeps the identifiers above, as evidence. Not covered: copies in the source systems the record was ingested from, or in backups of this archive. Those follow their own retention. Kolophi never deletes from a source: the firm's administrator removes those copies using this certificate's source list, and each later sync reports whether they're gone.