Note: It is not correct that you’re expected to hold onto records for 5 - 7 years.
You should treat your digital records the same way you treat your physical documents. The Privacy Act says “An agency that holds personal information shall not keep that information for longer than is required for the purposes for which the information may lawfully be used.”
The data you put into Client Voices belongs to you and your clients. It’s your responsibility to make sure your organisation isn’t holding on to client records longer than is necessary. Ultimately it is up to your organisation to determine how long that is, and you should follow the policies of your organisation.
FinCap has also developed a recommended Record Retention and Disposal Schedule to guide you in case your organisation doesn’t have a policy on when to destroy records.
Download the Record Retention and Disposal Schedule.