Data Retention

Configuring the domain-wide data retention settings

Overview

Network admins can setup for how long the projects, groups & departments in the domain will remain active. The default option is the projects, groups & departments will be active forever - they will be archived or deleted when the project/group/department admin manually archives or deletes them.

Network admins can, however, choose to specify different auto-archival and auto-delete rules for the projects, groups & departments in the Retention Settings as per the company's regulatory and compliance requirements.

Apply Retention Settings

You can apply Retention Settings for different rules based on the creation time or last updated time of the project, group & department.

Go to Admin Portal > Compliance > Data Retention > Apply Retention Settings.

Apply Retention Settings: Select creation or last updated time.

  • From creation date: Apply the rules from the Retention Settings from the date the project/group/department was created.

  • From last updated/activity date: Apply the rules from the Retention Settings from the date of the last activity/update in the project/group/department. This is the default option.

Retention Settings

MangoApps provides a choice of 10-time values (1 day to 10 years) to choose from when setting up the retention period for archival and deletion of projects/groups/departments.

Projects: This setting applies to all the projects (private, public & unlisted).

  • Archive: Select the preferred auto-archival rule for data retention.

  • Delete: Select the preferred auto-delete rule for data retention.

Groups: This setting applies to all the groups (private, public & unlisted).

  • Archive: Select the preferred auto-archival rule for data retention.

  • Delete: Select the preferred auto-delete rule for data retention.

Departments: This setting applies to all departments (private, public).

  • Archive: Select the preferred auto-archival rule for data retention.

  • Delete: Select the preferred auto-delete rule for data retention.

Click the Restore to Defaults button to reset all Data Retention settings to system defaults when the domain was created.

Click Save to apply the chosen data retention settings.

When the data is soft-deleted it will NOT be available using APIs or data export.

The auto-deleted data resides in the system Trash Can until the Trash Can Preservation Limit, after which it will be permanently deleted and CANNOT be restored.

By default, network and team admins receive a reminder notification 60 days prior to the set deletion date for the project/group/department/opportunity and network drive files. No reminders are automatically set for user's My Drive.

Files module page displays a new node/filter β€˜Files Pending Auto Delete’ (only for network users) that lists all the files that are up for auto-deletion within the next 60 days along with the a new file field 'Auto Delete On' in the Files module page and 'Retention' in the file details information page for all network and guest users. This node/filter will be seen only if the file retention policy has been setup in your domain.

Depending on the user role, network admins see all the files that are pending auto-deletion, team admins see the files pending auto-deletion from the teams they are the administrators of and network users see files that are pending auto-deletion from their My Drive.

Automatic Reminder Notification

By default, the system automatically sets a Smart Reminder 60 days prior to the set auto-deletion date for the project/group/department/opportunity and Network Drive files for network and team admins.

The formula for reminder date is:

  • Data Retention Date (or Auto-delete rule date) - Reminder Date + 1 = Date of Reminder

For example,

Data Retention Date

- Reminder Date

+ 1

Reminder Notification

Creation date of content is

11th September 2019

Auto Delete rule of 1 month from creation date is

11th October 2019

Smart Reminder set to 7 days before file deletion date

4th October 2019

+ 1

5th October 2019

Reminder Notification In-App

File deletion reminder aggregates the count of all the files that will be auto-deleted in 60/30/7 days into 1 reminder to avoid spamming users with a reminder for each file.

Every network/team admin and network user can edit their reminder for upcoming content deletions like they can for other reminders.

Reminder Notification Over Email

File deletion reminder aggregates the count of all the files that will be auto-deleted in 60/30/7 days into 1 email notification to avoid spamming users with a reminder for each file.

By default, the system sends an email notification to a user's primary email address.

FAQs

How can network admins edit the smart reminders for File Retention?

By default, network admins and team admins would receive a reminder notification 60 days prior to the set auto-deletion date for the project/group/department/opportunity and network drive files via Smart Reminders. Every network admin can edit the Calendar Reminder for the automatically set auto-delete reminders. Also, admins can configure up to 3 Smart Reminders for 60/30/7 days for File Retention.

To edit the Smart Reminder:

  1. Click the Smart Reminders tab.

  2. For the File Retention Smart Reminder settings,

    1. Mark the checkbox to enable/disable the smart reminders for file retention.

    2. Select the days for which the automatic reminders will be set in the Days drop-down.

    3. Select the time to receive the reminder for the file retention set in the Time drop-down. The timezone is as per the user's 'Locale' settings.

  3. Click the Save Settings button.

Changes made to the Smart Reminder settings will be effective on all new file retention items in the future at an individual-level only.

I had configured Smart Reminders for File Retention but did not receive any reminders/notification, why?

The system sends a reminder/notification only if there is a window of opportunity for the reminder to be sent to the admin based on the Data Retention settings.

For example,

  • Current File Retention settings in Admin Portal are as follows:

    • Data Retention > Retention Settings > From creation date AND

    • Retention Settings > Files > Delete > Auto Delete after 1 day

  • Smart Reminder settings for File Retention are as follows:

    • Remind me 7 days before the file will be deleted. Remind me at 11:00 AM (IST)

You created/uploaded a file (sample.txt) in a team on 10th September 2019. As per the above settings, sample.txt will be auto-deleted and moved to the system Trash Can on 11th September 2019. Now since, the system does not have a window of opportunity, no reminder/notification is sent to the admins and the file is directly soft-deleted.

What are the window of opportunities for Smart Reminders of File Retention?

The following table describes the window of opportunities for Smart Reminders of File Retention:

Retention Settings

Window of opportunity

Auto Delete after 1 day

None

Auto Delete after 7 days

None

Auto Delete after 1 month

7 days prior to delete

Auto Delete after 3 months

60/30/7 days prior to delete

Auto Delete after 6 months

60/30/7 days prior to delete

Auto Delete after 1 year

60/30/7 days prior to delete

Auto Delete after 3 years

60/30/7 days prior to delete

Auto Delete after 5 years

60/30/7 days prior to delete

Auto Delete after 7 years

60/30/7 days prior to delete

Auto Delete after 10 years

60/30/7 days prior to delete

What happens to the groups and departments synced using AD/LDAP?

The archival and delete rules configured in MangoApps do NOT apply to groups and departments synced using AD/LDAP. AD/LDAP is considered the master source and MangoApps remains in sync with AD/LDAP server it is configured with.

When the archive/delete rules are changed, do they become effective immediately?

Yes, the auto-archival and auto-delete rules once saved become effective immediately on the all existing and new content.

Take extra caution before you make a change to your Retention Settings.

Are existing files affected by the changes to the Retention Settings?

Yes, the Retention Settings are applied to all existing and future files created/uploaded on the domain.

For example, a user created/uploaded a file (sample.txt) in a team on 10th August 2019 and the archive/delete rules are set to Never Archive/Delete (Until creator/admin deletes it).

Now, a network admin changes the Data Retention settings on 10th September 2019:

  • Current File Retention settings in Admin Portal are as follows:

    • Data Retention > Retention Settings > From creation date AND

    • Retention Settings > Files > Delete > Auto Delete after 1 month

  • Smart Reminder settings for File Retention are as follows:

    • Remind me 7 days before the file will be deleted. Remind me at 11:00 AM (IST)

As per the above settings, sample.txt was to be auto-deleted and moved to the system Trash Can on 9th September 2019. Now since, the system does not have a window of opportunity, no reminder/notification is sent to the admins and the file is directly soft-deleted.

We have multiple admins. How do I know who last made a change to the Retention Settings?

All Retention Settings changes are logged in the Audit Log with the name of the admin who made the change, what was the change and the time the change was made.

Can guest users set/edit Smart Reminders for File Retention?

No, guest users CANNOT set/edit smart reminders for File Retention since the option is not available to them. Only network admins, team admins and network users can.

Do guest users receive an email notification for the file deletions?

No, guest users do NOT receive any email notification for upcoming content deletions.

What is the typical retention life cycle for projects, groups, departments and opportunities?

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