Data Retention & Analytics Management

Efficient data retention is essential for maintaining database performance, system reliability, and long-term data accessibility. The Data Retention Management and Analytics sections provide administrators with the ability to configure retention policies, automate archival processes, and track historical records seamlessly.

1. Data Retention Management

1.1 Overview

The Data Retention Management feature allows administrators to set policies that define how long data remains in the active database before being archived. As some tables accumulate large volumes of data, this feature ensures that only recent records (1 to 6 months) are stored, while older data is securely archived in Excel format. This enhances system efficiency while keeping historical records accessible for future reference.

1.2 Key Features & Information

The Data Retention Management section displays the following details:

Additionally, administrators can create new retention policies using the “+ Data Retention” button.

1.3 Steps to Configure Data Retention Settings

A. Accessing the Data Retention Management Page

1. Open the Dashboard and navigate to the Self-Help section.
2. Click on Data Retention and select Data Retention Management.

B. Adding a New Retention Policy

1. Click the “+ Data Retention” button.

2. Enter the required details:

   • Table Name: Choose the table (e.g., Remote Solution Analytics, App, User).

   • Retention Period: Select a duration between 1 to 6 months.

   • Enabled Status: Set to True (Active) or False (Inactive).

3. Click Save to apply the retention policy.

C. Modifying an Existing Retention Policy

1. Locate the desired retention policy from the list.
2. Click Edit to update settings.
3. Modify the Retention Period or Enabled Status as needed.
4. Click Save to confirm changes.

1.4 How Data Retention Works

• The system retains only the most recent 1 to 6 months of data in the database.
• Older records are automatically archived in an Excel file for long-term storage.
• Administrators can modify retention settings anytime based on business needs.

2. Data Retention Analytics

2.1 Overview

The Data Retention Analytics feature provides visibility into archived data records, offering administrators an overview of which tables have undergone retention processing, their cutoff dates, and access to stored backups.

This ensures that only relevant, active data remains in the system, while older data is archived efficiently for compliance and future analysis.

2.2 Key Features & Information

The Data Retention Analytics page provides:

2.3 Steps to View Data Retention Analytics

A. Accessing Data Retention Analytics

1. Open the Dashboard and go to the Self-Help section.
2. Click on Data Retention and select Data Retention Analytics.

B. Reviewing Retained Data

1. Check the list of tables that have undergone data retention.
2. View the Cutoff Date to determine when the retention process was applied.
3. Click on the Excel File link (if available) to download archived data.
4. Verify the Status column to check if retention has been successfully processed.

2.4 How Data Retention Analytics Works

• The system automatically archives older records based on the retention settings configured in Data Retention Management.
• Only recent 1 to 6 months of data remains in the active database.
• Older data is securely stored in Excel format and can be retrieved when needed.
• If no data has been archived yet, the analytics table remains empty.