Platform › Data & Documents
Data Retention
Archive or purge data once it is old and nobody has touched it for a while — both periods, how often it runs, and archive or purge, are yours to set. Nothing is shipped: with no policy, data is kept for ever. Archived records can be read and put back; purged ones cannot.
In Platform → Data & Documents · 3 screens
RecordsRetention PoliciesArchive or purge one kind of data once it is older than the years you set AND has not been added to or changed for the years you set — then again on the period you choose. There are no defaults and none is shipped. A policy starts switched off: preview it, then switch it on. Records something else still refers to are kept and counted. Purging needs the delete permission on this screen.OpenViewRetention RunsEvery run of every retention policy — scheduled, run by hand, or previewed — with what it looked at, what it archived or purged, and what it kept and why.OpenViewArchived RecordsWhat archive runs took out of the live tables, each with the rows that went with it. Restore puts a record back exactly as it was — refused as a whole if anything it refers to has gone since.Open
Columns, fields and actions
| Screen | Kind | What it is | Columns | Fields | Actions |
|---|---|---|---|---|---|
| Retention Policies | List | Archive or purge one kind of data once it is older than the years you set AND has not been added to or changed for the years you set — then again on the period you choose. There are no defaults and none is shipped. A policy starts switched off: preview it, then switch it on. Records something else still refers to are kept and counted. Purging needs the delete permission on this screen. | 11 | 12 | 2 |
| Retention Runs | Read-only list | Every run of every retention policy — scheduled, run by hand, or previewed — with what it looked at, what it archived or purged, and what it kept and why. | 13 | 0 | 0 |
| Archived Records | Read-only list | What archive runs took out of the live tables, each with the rows that went with it. Restore puts a record back exactly as it was — refused as a whole if anything it refers to has gone since. | 7 | 0 | 1 |