A Retention policy allows an organization to identify specific content that is required to be stored for a specific period of time before it can be accessed. During the retention period, the content cannot be deleted.
Retention policies cannot be removed once applied unless an expiration fixed date is set.
The following table identifies what actions are blocked for a retention policy.
Creating the Policy
To create a Retention Policy:
- Log in to the Admin Portal.
- From the left navigation pane, select Retention.
- On the Manage Retention Policies screen, click the Add Policy button.
|Policy Name||A string of characters, letters, and numbers that provide a title for the policy|
|Hide Policy from Users|
Administrators need to be aware that users might report issues with the system when a retention policy is blocking their ability to access or delete a file or folder. The user will not be aware of why certain options are greyed out if they don't see the policy restrictions listed. However, if the user is able to select the option and it is restricted by a policy, they will see an error message telling them why when they try to select the option.
|Alert on Violation|
Displays an alert in the Admin portal on the Governance dashboard.
Administrators need to be aware that not all violations are logged here. The reason for this is that all permissions for a file are collected in one file- including user permissions and sharing permissions. In some cases, a sharing permission that was set first might stop a file from being deleted before a retention policy that was added later. The reason why the file cannot be deleted, or which set of permissions or policy is stopping the deletion, is not FileCloud's main priority. FileCloud's main concern is protecting the file and finding out if it cannot be deleted. This is why you might not always see a violation in the Dashboard, but the file will always be protected. If a user is constantly trying to delete a file that is protected by a retention policy then the chances of seeing the violation in the Governance Dashboard increase.
|Send email alert|
Notifies all provided recipients that there are only 7 days until the policy expires.
The same information is available on the Governance dashboard. The Governance Dashboard list each file individually, and displays the date and time when a policy will expire so the Admin knows and can take action if any is needed.
|Alerts||A list of email addresses separated by a comma who will receive the email notification that there are only 7 days until the policy expires.|
The Path and the Metadata tabs allow you to define the conditions that specify how the policy will be applied in the system.
Add a Path
Add Path allows you to define a folder that a policy will apply to AS WELL AS all the files and sub-folders it contains
|What you CAN do in the Path field||What you CANNOT do in the Path field|
When creating the policy the full path doesn't have to exist, however.
At a minimum:
This will prevent you from saving the policy
Data that provides additional information about files and folders is called Metadata.
- To specify files and folders that this policy should apply to, you can use metadata sets, attributes, and tags.
- You can use metadata to apply a policy to all files that meet the metadata conditions even if they are not in the same folder.
You can select metadata from the following existing attributes or sets:
- Default sets = provided with FileCloud and applies to every folder and cannot be modified
- Built-In sets = provided with FileCloud and includes the Document Life Cycle and Image metadata sets
- Custom attributes and sets = created by administrators in the Admin Portal
For more information about metadata, see Managing Metadata.
When you configure a Retention policy's expiration actions, all of the options are available.
To set a Time Period:
To set a fixed date:
To set an Indefinite date:
Renew Expiry on Access: this is a set number of days or years that is used to calculate when the policy expires based on the last access date.
Available only if the Time Period option is set, and selected by default.
The ACTUAL date is reset by a user every time they access the file.
To set Renew Expiry On Access:
When a Retention policy expires, you can configure it to allow access to or delete the attached files and folders.
To set Policy Expiry Actions: