Storage and data retention

Data accumulates. Some of it should, and some of it is only a liability once it is old enough. Retention is the deliberate version of that decision, instead of keeping everything forever by default.

Who this is for

Admins, and anyone responsible for data policy.

Before you start

• Permission to view storage settings.
• Any retention obligations your business actually has — this reflects a policy, it does not write one.

Pruning is automatic, and not reversible
Where a retention window is configured, a scheduled job removes entries past it. That is the point, but it means the window is a real decision: data pruned under it is gone. Set it to match your obligations rather than picking a number that sounds tidy.

Manage it

1. See what you are storing
   Look at where the volume actually is before optimising anything. It is usually files rather than records.
2. Set the audit log retention window
   Audit entries have a configurable window with automatic pruning past it. Match it to what you are required to keep.
3. Know what prunes on its own
   Some data types have their own retention windows. Understanding which is which stops you being surprised by an absence later.
4. Clean up attachments you do not need
   Files are usually the bulk of storage. Removing genuinely unneeded attachments is more effective than pruning records.
5. Write your policy down somewhere
   The setting is the implementation. The reasoning belongs in a document, so the next admin knows why the number is what it is.

What you get

• Retention that reflects a decision rather than a default.
• Automatic pruning past the window you chose.
• Visibility into where storage is actually going.
• A defensible answer when someone asks how long you keep things.

Frequently asked questions

Is pruned data recoverable?

Treat it as not recoverable. That is what makes the retention window a real decision worth thinking about rather than a tidy-up setting.

Is there one retention setting for everything?

No — retention is configured per data type rather than globally. The audit log has its own window, and other data types have their own.

What uses the most storage?

Almost always attachments rather than records. If you are trying to reduce storage, start with files.

Do I have to configure retention?

Where a window is not set, data is kept. Configuring it is how you make keeping-or-not a deliberate choice.