> ## Documentation Index > Fetch the complete documentation index at: https://docs.assetinfinity.ai/llms.txt > Use this file to discover all available pages before exploring further. # Document settings > Retention policy, what happens when it runs out, document categories and tags. The document settings screen ## Where files live Files attach to records — manuals and drawings on assets, photographs and signatures on work orders, signed agreements on contracts, insurance certificates on vendors. They are reached from the **Files** tab of whatever they belong to. ## Retention policies How long a file is kept, and **what happens when that runs out**. The second half is the part worth deciding deliberately: | On expiry | Effect | | ------------------- | ------------------------------------------- | | **Keep** | Nothing happens. The period is advisory | | **Flag for review** | Someone is asked before anything is removed | | **Delete** | The file is removed | A delete policy does what it says. Set it only where you are sure the retention period is right — a statutory inspection photograph deleted at three years, on a regime that requires seven, is not recoverable. Policies are set per document category, so evidence and convenience copies can be treated differently. ## Document categories What kind of file this is: manual, drawing, certificate, photograph, report, signed agreement, safety data sheet. Categories carry the retention policy, so classifying a file correctly at upload is what makes retention work at all. ## Tags A looser way to group files across categories and records — a shutdown name, a project, an audit. Tags are freely added; categories are a closed list. ## Evidence Photographs and signatures captured on the [field app](/field/job) arrive as files against the job, categorised as evidence. Treat evidence retention separately from convenience copies. A photograph proving a guard was refitted is a different kind of file from a copy of a manual you can download again. ## Size and type limits Set centrally. Keep them generous enough for a photograph taken on a modern handset — a limit that rejects the evidence a technician just captured, at the machine, in the rain, is a limit that costs you the evidence. ## Related topics - [Vendor and contract settings](/config/commercial.md) - [Setting up the plant](/setup/overview.md) - [Vendors](/commercial/vendors.md) - [Role reference](/setup/roles.md) - [Inside a vendor](/commercial/vendor-detail.md)