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Data Retention

This feature is in private access (as of v19.5.1), and may only be enabled through conversation with iGrafx support staff.

Overview

Data retention enables customers to set records management policies on a per repository basis. Users (with the “Manage Retention Policies and Archive” permission enabled) may mark a repository object as Archived. Archived objects:

  • Are moved from the Tree to the Archive

  • Do not appear in Reporting results

  • May not be opened or viewed in detail (so long as they remain archived)

  • Will be hard* auto-deleted after a configurable period of time

  • Once deleted via data retention policy, have limited details temporarily appear in the Destruction Log to show proof of destruction

Permissions

To Archive objects, see archived objects, set archive policies, and be able to restore objects from the archive, a user requires the “Manage Retention Policies and Archive” permission. This permission may be set on a per role basis in the following location:

Admin → Security Roles → Repository Roles

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Retention Policies

Retention Policies may be configured in the following location:

Repository → Policies → Retention Policies

Note: To access the Retention Policies page, a user must have the “Manage Retention Policies and Archive” permission.

Retention policy configuration options

Archive retention period

By default, this is set to 2,557 days, which is approximately 7 years. Days are used as the unit of measure as not all months and years are equal in length.

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Increase this number to keep objects in archive longer before they are auto-deleted.

Destruction log retention period

By default, this value is 180 days, which is approximately 6 months.

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Increase this number to keep auto-deleted objects on the Destruction Log for a longer period of time.

Destruction Log

The Destruction log retains the title of the object that is deleted for the purpose of proving what was deleted. This information, while necessary for proof of destruction, may be sensitive by itself, and as such is also deleted after a configurable period of time.

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The Destruction Log may be found at:

Repository → Policies → Retention Policies

*Hard Delete

If a user marks an enterprise object for deletion from the tree the object is sent to the recycle bin, where the object continues to persist. Because the object continues to exist and is only removed from the Tree, it is sometimes referred to as a soft delete, or a logical deletion (as opposed to a physical deletion).

When an object in the archive reaches the Archive Retention Period it is hard deleted, meaning there is no way to retrieve it any longer, even with iGrafx administrative support. Archived objects do not end up in the recycle bin.

Archiving and Archived Objects

Archive an object in the tree by right clicking on the object and selecting “Archive Object”.

Note: Users require the “Manage Retention Policies and Archive” permission to do this.

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Any user created object in the Tree may be archived, including folders. In the event a folder is archived, all objects under that folder are archived.

Note: Root, system default Process360 Live Tree objects, such as the category for “Strategies” may not be archived, though the folders and objects under the category may be archived. User created objects that live at the Root may be archived.

A list of archived objects may be found in the “Archive” page. Archived objects may be restored by selecting the checkbox for the object and clicking “restore”.

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Objects in the Archive no longer show up in Search, Reports, or Dashboards.

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