Managing retention sets

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A retention set is a point-in-time collection of active client backup data for a set of clients. The data in retention sets, otherwise known as retained data, is kept in server storage to meet long-term data retention requirements. For example, you might be required to collect financial records regularly at quarterly or year-end fiscal boundaries. The data in the retention set represents a point-in-time snapshot of all the data in one or more file spaces that was active at the time of the snapshot.

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When you define a retention rule, you specify how often a retention set is created. A retention set creation job can start according to the frequency that is defined by a retention rule. The job creates a retention set in the server inventory by marking the data objects that are kept as part of the retention set. Therefore, a retention set is composed of database references to the backup objects that already exist in server storage. A backup data object might be in multiple retention sets, but all the retention sets reference the original backup data object in server storage.

You can also create retention sets on a one-time only basis.
Tip: When you define a retention rule as a one-time only rule, you cannot modify it later to run on a recurring basis or to create another retention set.
The backup data objects in a retention set are tracked in the server inventory to ensure that the data is retained according to the retention set's own expiration date, which is independent of policy set specifications for data retention. A backup data object in an active retention set expires when the retention set expires. This backup data object might be eligible for deletion based on its backup policy, but expiration processing does not delete it if it is part of an unexpired retention set. The expiration date of a retention set is determined by the retention period that is specified in the retention rule. You can reset the expiration date on a retention set if requirements for keeping the data change.
Tip: To provide an audit trail that you can use to track deleted or expired retention sets, a record of each deleted retention set (along with its full activity log) is retained in the activity log based on activity log retention settings. To view the activity log, issue the QUERY ACTLOG command.

You can also preserve data in a retention set indefinitely by adding the retention set to a retention hold. A retention hold is a collection of retention sets that are preserved regardless of their expiration dates. When a retention set is subject to a retention hold, the data is not subject to expiration according to normal expiration processing and cannot be deleted. The data can be deleted only when the retention set is released from all retention holds to which it has been added and the retention set itself expires.

You can view status, configuration, and occupancy information for retention sets. You can also update a retention set's description and expiration date. Administrators can create reports that show all of the retention sets managed by the server. They can also view the retention sets and their contents to prove, if required, that they are retaining the data that they are required to keep.

You can manage retention sets by using the command line interface or by using the Operations Center.

To view the retention sets that are defined to hub or spoke servers in the Operations Center, open the Retention Sets page. On the Operations Center menu bar, click Services > Retention Sets.