iLost advises adherence to local laws governing the storage of found items. iLost cannot be held liable if items are archived prematurely. Regarding identity documents, organizations must establish procedures for storage. To comply with the General Data Protection Regulation (GDPR), iLost offers flexible archiving options, allowing immediate storage upon registration.
Archiving in iLost
In your iLost overview there's a category titled "Expired" that includes all registered items whose retention period has elapsed.
Internally, it's necessary to periodically archive the items listed under "Expired.". You can select and archive one or more items by clicking the blue ''Archive all'' button. You also have the opportunity to designate a final destination for each item during the archiving process. Examples of final item destinations can be: Charity, Trash, Police, etc. When archiving an item, you will be prompted to specify its final destination.
*Admin users have the ability to create final destinations in the company settings.
Item retention periods
The iLost system offers the flexibility to set a specific retention period for each item category. This is configured in consultation with your administrator(s) during the implementation of your iLost account.
Once the set retention period has expired, an item will automatically move to your "Expired" list. This list allows you to see exactly which lost items can be archived and physically removed.
If you have any questions or need to adjust the retention periods, feel free to contact our partner support team.
*Admin users always have the option to expedite the archiving process for an item using the "More Actions" button.
Print archive list
It is possible to print a list of the items that need to be archived. With this list, the storage can be cleared easily, when it is not possible to take the device on which you use iLost with you while archiving. Please note that the items also need to be archived in iLost, after clearing the storage, by clicking on the ‘archive’ button.
What to do with archived items
Once items have been archived, your organization becomes the legal owner and will determine what will happen to the archived items. When handling or handing over items containing personally sensitive information, we always recommend extra care. The options below are there to process items after archiving:
Donate still usable items to charity;
Auction of items;
Identification documents(Passports, ID-cards, driving licenses and other governmental documents need to follow local legislations and law;
Destroying bank cards and other general passes;
Destroying other general items.