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Active files retention policy

Quick reference:  Admin  >  Settings > Active files retention 

The Active Files Retention policy assists IT administrators in complying with file retention corporate policies and industry regulations.

The policy has the following features:

  • Configure a global retention policy that applies to one of the following options for the Syncplicity account:
    • All files
    • Only files in the 'Email Attachments' folder
    • All files except files in 'Email Attachments' folder
  • Automatically delete those files that have not been modified after a specific period of time.
  • Optionally, immediately expunge the files when they are deleted. If the files are deleted but not expunged, they can be seen as deleted files and restored.
  • Override the global setting for specific Syncplicity folders.

For example, if the global setting is configured to delete and expunge files after two years, all files that have not been modified in that length of time are deleted and expunged. If a file is never modified during this time, it is deleted and expunged two years after it was uploaded to the Syncplicity folder.

To monitor when files are to be deleted, view the Syncplicity active files pending deletion report which lists the active files that are to be deleted.

Global setting

The global setting of the active file retention policy affects all the files in the Syncplicity account unless explicitly overridden at a specific folder.

To enable the Active Files Retention policy:

  1. Go to Admin >  Settings. 
  2. Click the Active files retention link under Data Retention.
  3. Click Enabled for one of the options (by default, active files retention is disabled).
  4. Click Save to implement your changes. 
    NOTE: Changes will take effect within 24 hours.

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You can perform the following tasks in this page:

  • Enable the Active Files Retention policy for one of the following:
    • Enable for files in 'Email Attachments' folder only.
    • Enable for all files except files in 'Email Attachments' folder.
    • Enable for all files.
  • Choose to retain the files forever.
  • Delete those files that have not been modified for a specific length of time. Time can be specified as months or years.
  • Permanently expunge the files when deleting the files; otherwise, the files can be viewed as deleted files and restored.

Folder setting

Quick reference:  Admin  > Folders  > Retention

If the Active Files Retention policy is enabled and applicable to a Syncplicity folder, you can specify different retention settings to that folder. If it is not applicable, the Retention tab is not displayed. F or example, if the Active File Retention policy is  Enable for all files except files in 'Email Attachments' folder, the Retention tab is not displayed for the  Email attachments folder.

To specify the settings:

  1. Go to Admin >  Folders and select a folder. 
  2. Click the Retention tab.
  3. Select the applicable tasks:
    • Use the global setting or override it.
    • Choose to retain the files forever.
    • Delete those files that have not been modified for a specific length of time. Time can be specified as months or years.
    • Permanently expunge the files when deleting the files; otherwise, the files can be viewed as deleted files and restored.

You can only apply specific retention policies to root folders. For subfolders the policy of the root folder is applied.

 

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