Call recordings: retention, archiving, and locking one forever

Every call recording your shop generates can be browsed, played, downloaded, and protected from deletion on the Recordings page. This article explains where recordings live, how long they last, and how to lock the ones that must never disappear.

Where recordings live (and why there are two copies)

Recordings start out hosted on our voice provider's CDN (Retell). Those provider copies expire after a while - that is normal and outside your control. To keep your recordings available, a daily archive job mirrors them to our own secure S3 storage. So at any moment a recording may exist on the provider CDN, in the S3 archive, or both.

Open the Recordings page

Go to Recordings in the Shop section of the sidebar, or visit https://km-florist-receptionist.vercel.app/dashboard/shop/recordings. Each recording in the list can be played right on the page or downloaded.

Filter to find what you need

The filter row at the top narrows the list by storage state:

• All: every recording.
• S3 mirrored: recordings that have been safely archived.
• Retell only: recordings that so far exist only on the provider CDN - the daily archive job has not mirrored them yet.
• S3 only: the provider copy is gone, but the archive copy remains.
• Expired and Expiring soon: recordings whose provider copy has lapsed or is about to - useful for spotting anything at risk.
• Locked: recordings you have protected from deletion (more below).

Set your retention

The retention setting on this page controls how long recordings are kept before retention cleanup removes them. Pick the window that fits how your shop works - if you regularly go back to old calls for disputes or training, choose a longer retention.

Lock a recording forever

Some recordings matter too much to ever lose: a disputed order, a wedding consult with detailed requirements, a call you want to use for training. Each recording has a Lock button - as the control itself puts it, "Lock so retention will never delete this."

1. Find the recording (the filters help).
2. Click Lock on that recording.
3. It is now exempt from retention cleanup, and you can always find it again under the Locked filter.

Quick tips

• If you need a permanent copy outside BloomLine, use the download control and store the file wherever you keep shop records.
• Check the Expiring soon filter now and then, and lock or download anything you would hate to lose.

Still stuck? Submit a ticket from this help center and we'll take it from there.