filerskeepers integration

FilersKeepers Integration

The FilersKeepers integration screen is the single place in DPMS where you connect to the FilersKeepers service — a specialised third-party tool that provides legally mandated retention schedules and destruction deadlines for different categories of records, broken down by country and legal jurisdiction. Once the connection is active and you have selected the relevant jurisdictions, those retention schedules become available throughout the Retentions & Deletions module, so your team can apply legally correct retention periods without having to look them up manually. This screen is typically used by Data Protection Officers, compliance officers, and IT administrators who are responsible for making sure the platform reflects real-world legal obligations.

How to open it

Navigate to Group Settings in the main sidebar. In the left-hand navigation panel that appears, select FilersKeepers. The page is visible only to users who have been granted the FilersKeepers read permission. If you have that permission but not the edit permission, you can view the current configuration but the edit button will be greyed out. If you have neither permission, the system will show an access-denied page instead.

What you see

When you land on the FilersKeepers page, the left side of your screen shows the standard Group Settings navigation panel — a slim vertical menu with items such as Companies, Sharing, and FilersKeepers. The FilersKeepers item is highlighted to show it is the active page.

The main content area on the right shows a clean card with the heading FilersKeepers in the top-left corner and a small pencil icon in the top-right corner. Below the heading, two labelled rows summarise the current configuration at a glance. The first row, labelled Filerskeepers, shows either Active or Inactive — this tells you immediately whether the integration is switched on. The second row, labelled Countries, lists the jurisdictions currently configured, or is empty if none have been selected yet.

This read-only summary is all you normally need to verify the integration status during a routine check or before an audit. If you need to make changes, you click the pencil icon to open the edit form.

Working with this screen

Setting up the FilersKeepers integration for the first time

When your organisation has just licensed FilersKeepers and you need to activate it in DPMS for the first time, the read-only view will show Inactive under the status row and an empty countries list.

• Click the pencil icon in the top-right corner of the card. You are taken to the edit form.
• On the edit form, you will see an Enable toggle switch at the top, currently switched off (grey). Click it to switch it on — it turns blue. This tells DPMS that you want the integration to be active.
• Once you enable the toggle, a connection status indicator appears directly beneath it. This indicator reflects a real-time check that DPMS performed when the page loaded. If the FilersKeepers API credentials are correctly configured at the infrastructure level, you will see a solid blue circle-check icon and the text Established — Connected. If the indicator shows a grey circle instead, the connection check failed — in this case, do not proceed; contact your IT administrator to verify the credentials before continuing.
• Assuming the connection is confirmed, a Countries dropdown now appears below the status indicator. Click the dropdown and select every jurisdiction whose retention schedules you want to pull into DPMS. You can select multiple countries — for example, Germany, Switzerland, and Austria. The list of available options comes directly from the FilersKeepers service, so it reflects the jurisdictions your licence covers.
• Click Save at the bottom of the form.

DPMS sends your settings to the server. On success, you are automatically redirected back to the read-only view, which now shows Active as the status and lists the countries you selected. From this point forward, the Retentions & Deletions module can use the FilersKeepers schedules for those jurisdictions when you configure retention periods for data categories.

Adding or removing jurisdictions after the initial setup

Six months after going live, your organisation expands operations into a new country. You need to make that country's retention schedules available in DPMS.

• Navigate to Group Settings → FilersKeepers. The read-only view shows Active and the current list of countries.
• Click the pencil icon to open the edit form. The Enable toggle is already on and the Countries dropdown shows the jurisdictions that are currently saved.
• Click the Countries dropdown and add the new country. You can also remove existing selections by clicking the × next to a country name if your compliance scope has narrowed.
• Click Save. The updated list is stored and the read-only view refreshes to show your changes.

Because DPMS updates its internal state immediately after you save, retention selectors elsewhere in the platform will reflect the new jurisdiction list without requiring anyone to reload their browser.

Temporarily disabling the integration

During a contract review or a service interruption, you may need to pause the FilersKeepers connection without losing your jurisdiction selections.

• Navigate to Group Settings → FilersKeepers and click the pencil icon.
• On the edit form, the Enable toggle is currently on (blue). Click it to switch it off. It turns grey and both the connection status indicator and the Countries dropdown disappear from the form — this is expected.
• Click Save. The configuration is saved with the integration marked as inactive.

The read-only view now shows Inactive. Importantly, your previously selected countries are preserved in the database even though they are no longer displayed. When you re-enable the integration later, your jurisdiction list will be restored automatically.

Verifying the connection status before a quarterly audit

Before an audit, an IT administrator or DPO may want to confirm that the live connection to FilersKeepers is working correctly, not just that the toggle is on.

• Navigate to Group Settings → FilersKeepers. If the status row shows Active, you know the integration is switched on.
• Click the pencil icon to open the edit form. The edit form performs a fresh server-side connectivity check when it loads, so the connection status indicator will reflect the current state of the FilersKeepers service at this moment.
• If the indicator shows the solid blue circle-check and Established — Connected, the service is reachable and working.
• Click the back arrow in the top-left of the edit form to return to the read-only view without making any changes. Your settings are untouched.

Heads up: If you want to re-check the connection status after your IT team has made changes (for example, updated API keys), you need to reload the edit page to trigger a new server-side check. The indicator does not update automatically while you have the page open.

Field reference

Enable — The toggle switch that activates or deactivates the integration. When switched on (blue), DPMS will attempt to connect to the FilersKeepers service and make jurisdiction-specific schedules available. When switched off (grey), the integration is paused and no FilersKeepers data is surfaced in the rest of the platform. Your saved jurisdiction selections are preserved even when the toggle is off.

Connection status indicator — A read-only display that appears only when the Enable toggle is on. It shows either a solid blue circle-check (Established — Connected) or an outline grey circle (Established — Disconnected). This reflects the result of a connectivity test performed by the DPMS server when the edit page was loaded. It is not a button and cannot be refreshed without reloading the page. The Countries dropdown is hidden if this indicator shows disconnected.

Countries — A multi-select dropdown that appears only when the Enable toggle is on and the connection status is Connected. Select every country whose FilersKeepers retention schedules you want to use in DPMS. At least one country must be selected before the integration is useful. The available options are provided by the FilersKeepers service based on your licence; if the dropdown contains no options despite the connection being confirmed, contact FilersKeepers support. This field is mandatory.

How this connects to the rest of DPMS

The FilersKeepers integration screen sits inside Group Settings, which means it applies at the organisation-group level rather than to a single company. This is intentional — if your DPMS instance covers multiple entities, a single FilersKeepers connection serves all of them.

The immediate downstream effect of enabling the integration and selecting jurisdictions is felt in the Retentions & Deletions module. When a data owner or compliance officer is setting a retention period for a data category, they can select retention schedules sourced from FilersKeepers. Without the integration enabled and at least one country selected, those options will not appear.

After saving your settings, you do not need to take any further action — the Retentions & Deletions module automatically picks up the updated jurisdiction list. If you add a new jurisdiction, the additional schedules become available immediately in retention configuration screens across the platform.

Once you have this integration working, the recommended next step is to open the Retentions & Deletions module and verify that the expected FilersKeepers schedules appear when selecting retention periods for the jurisdictions you activated.

Tips & common pitfalls

Heads up: The Countries dropdown only appears when the Enable toggle is on and the connection to FilersKeepers is confirmed as live. If you switch the toggle on but the dropdown does not appear, the connection check failed. Check with your IT administrator that the FilersKeepers API credentials are correctly configured at the server level — this is not something you can fix from within DPMS.

Tip: Disabling the Enable toggle does not delete your selected jurisdictions. They are stored safely in the database and will be restored automatically the next time you enable the integration. You can pause and resume without having to re-select your countries.

• Reloading the page updates the connection status. The connection indicator reflects a server-side check performed when the edit page first loads, not a live feed. If your IT team has just updated API credentials and you want to confirm the fix, close the edit page and re-open it to trigger a fresh check.
• The back arrow always returns you to the FilersKeepers read-only view, regardless of where you navigated from. If you opened the edit page from a bookmark or a direct link, clicking the back arrow will not take you to your previous page — it will always land on the FilersKeepers index. This is intentional behaviour on this particular screen.
• There is no unsaved-changes warning on this screen. If you change the Enable toggle or modify the country selections and then click the back arrow, your changes are silently discarded. Always click Save before navigating away if you intend to keep your edits.
• Only users with the edit permission can reach the edit form. If the pencil icon appears greyed out and shows a tooltip about missing permissions, you need to ask a system administrator to grant you the FilersKeepers edit permission. Read-only access only allows you to view the current configuration.