Configuring a retention policy

Configure a retention policy to automatically delete archived artifacts after a defined number of days.

About this task

A retention policy defines how long archived artifacts are kept before they are permanently deleted.
Note: The policy applies only to archived artifacts that have an expiration date.

When a retention policy is enabled, both the administrator and the artifact owner receive reminder emails 7 days, 3 days, and 1 day before the scheduled deletion date. After this date is passed, the artifact is automatically deleted and they receive a confirmation notification.

Important: Deletion is permanent and cannot be undone. All details and history from the activity stream that are associated with the artifact are also deleted. Update the retention policy settings before the deletion date if you want to keep an artifact that is scheduled for deletion.

Procedure

  1. Go to Admin > Artifact management tab.
  2. In the Artifact retention policy section, use the toggle to enable the retention policy.
    A Deletion date column appears in the artifacts table, which shows when each archived artifact is scheduled for deletion.
  3. Set the number of days that archived artifacts are retained before deletion.
  4. Optional: You can choose to allow space managers to configure retention policies within their own spaces.
    When this setting is enabled, an option appears on the space's Settings tab to set a space-level retention policy and its duration.

Results

The retention policy is active. Archived artifacts that have an expiration date are scheduled for deletion after the number of days that you specified.

What to do next

If you disable the retention policy, no further automatic deletions occur. Artifacts that were already scheduled for deletion will not be deleted while the policy is disabled. Deletion resumes if the policy is re-enabled.

If you do not want to delete any published artifacts, you can exclude published artifacts from this policy in the Settings > Customization tab. For more information, see Controlling access and permissions.