Long Term Storage

Feature Snapshot

Summary:
Long Term Storage is TrustedForm’s secure archival state where certificates are stored after their initial immediate availability, ensuring that solid evidence of lead generation is preserved for extended periods as required by legal and compliance mandates.

Key Benefits:

• Provides secure long‑term retention of certificate data for legal protection and audit readiness
• Preserves historical lead events to support compliance with TCPA and related regulations

Typical Use Cases:

• Retaining proof of consumer consent for legal defense and audits
• Securing historical lead data for regulatory compliance and risk mitigation
• Storing certificates over extended periods to validate consent in disputes

How the Long Term Storage works

When you capture a TrustedForm certificate, it is initially available for immediate viewing. After a short period, the certificate is automatically moved into Long Term Storage—often referred to as “cold storage.” In this state, the certificate is archived securely and is not instantly viewable. To access a stored certificate, you must initiate a retrieval process by visiting the certificate URL. This “thawing” process typically takes 3–5 hours, after which the certificate becomes viewable in your browser for a limited period before it reverts back to its archived state.

Step‑by‑Step Instructions

1. Retain the Certificate:
   Immediately after capturing a lead, trigger the retention process so that the certificate is stored in your TrustedForm account.

2. Automatic Transition:
   Once retained and immediately viewable, the certificate is automatically moved to Long Term Storage after 30 days.

3. Initiate Retrieval:
   Click or navigate to the certificate URL to start the retrieval process, which begins “thawing” the archived certificate.

4. Wait for Thawing:
   Allow 3–5 hours for the retrieval (thawing) process to complete and for the certificate to become available.

5. Refresh the View:
   After the thawing period, refresh your browser or revisit the certificate URL. Ensure you view the certificate within the designated access window (7 days) to prevent it reverting back to cold storage.

Expected Result:
The certificate refreshes and displays fully in your browser, confirming that it has been successfully retrieved from Long Term Storage.

Validation & Monitoring (optional)

• Test the Setup:
  Initiate the retrieval process by visiting a retained certificate URL and verify that the “Retrieving Certificate” message appears and then transitions to the full certificate view after 3–5 hours.

Best Practices

• Retain certificates immediately upon lead capture to ensure they are eligible for long-term storage.
• Store the TrustedForm Certificate URL in your CRM or system of record responsible for housing lead data.
• Refresh the certificate page only after the recommended 3–5 hour thawing period to confirm retrieval.
• Always remain logged into your TrustedForm account to access retained certificates securely.

Troubleshooting

Frequently Asked Questions (FAQ)

Q: What is Long Term Storage?
A: Long Term Storage is the archived state in which TrustedForm certificates are securely stored after their initial immediate availability, preserving evidence of lead events over extended periods.

Q: How long do certifcates stay in long term storage?
A: Generally for 5 years but managed customers customize this if needed by contacting their customer success maanger.

Q: How long does the retrieval process take?
A: The retrieval (thawing) process typically takes between 3 to 5 hours before the certificate becomes viewable again.

Q: Why is Long Term Storage important?
A: It provides enduring legal protection by maintaining a verifiable record of consumer consent, ensuring compliance with regulations like the TCPA and supporting audit and litigation needs.

Q: How do I use Long Term Storage?
A: Retain your certificate at the time of lead capture, then when needed, click the certificate URL to initiate retrieval. Wait 3–5 hours for the certificate to thaw, and refresh your browser to view it.

Q: Do I need to be logged into my TrustedForm account to view a certificate?
A: Yes, you must be logged in to your TrustedForm account to access and view any retained certificate.

Q: Can I download a TrustedForm certificate?
A: No, TrustedForm certificates cannot be downloaded. They can only be viewed within the TrustedForm application, which prevents tampering and removes the burden of storing certificates yourself.

Glossary