1. Retention windows at a glance
Plan | Retention window | Can I change it? |
Free | 21 days | Upgrade to any paid plan |
Pro | 30/60/90 days | Admins can toggle 30 / 60 / 90 days in ⚙ Settings → Data Retention |
Teams | 30/60/90 days | Set during onboarding or through your CSM.
Admins can toggle 30 / 60 / 90 days in ⚙ Settings → Data Retention |
After the timer expires, the note and transcript are deleted from production and encrypted backups.
2. Why we limit how long we keep your data
HIPAA “minimum necessary.” Storing duplicate PHI longer than needed adds risk without adding value.
The EHR is the legal record. Once the note is filed there, Insight no longer needs a copy.
Aligned with security frameworks. NIST SP 800-66 and AHIMA both recommend written retention schedules tied to business need.
3. How to keep a note longer than your window
Finalize to your EHR – Click Sign & Send; the note lands in the patient chart.
Save a PDF or print – Open the encounter and choose Print note.
Extend the retention period – For Pro and Teams plan customers, Admins can switch between 30, 60, and 90 days in Settings → Data Retention, or contact your CSM.
4. Frequently asked questions
Can Insight restore a note after deletion?
No. Once the window passes, the encrypted data blocks are destroyed and cannot be recovered.
Does this affect Virtual Care Assistant (VCA) data?
Not today—the policy only applies to Aura AI Scribe encounters.
Will a longer window slow the app or cost extra?
No performance impact.
Do audit logs disappear too?
No. We keep non-PHI audit metadata for six years, per HIPAA Security Rule requirements.
How do I delete an encounter immediately, and not have to wait?
Manually deleted encounters will continue to be deleted immediately.
5. Need help?
Chat in-app – click the bubble at the bottom-right of your screen.
Email – [email protected]
Customer Success Manager – reach out directly for plan changes or compliance documentation.
Keeping only what’s necessary—and letting you extend when needed—helps protect patient privacy while keeping your workflows humming.