Data Retention

Introduction to Data Retention

The Data Retention Management System ensures efficient database management, optimized storage, and compliance with retention policies. It helps IT administrators control how long data is stored in active databases and when it should be archived to maintain system performance.

1: Importance of Data Retention in IT Systems

Why is Data Retention Important?

• Prevents database overload by managing large volumes of data.
• Enhances system performance by retaining only necessary records.
• Ensures compliance with IT policies for data backup and archival.
• Keeps historical records accessible without affecting real-time processing.

Understanding Database Optimization through Retention Policies

How Does Database Optimization Work?

• Only 1 to 6 months of data is stored in active databases.
• Older records are moved to Excel files for long-term storage.
•  Reduces query processing time and improves database efficiency.

Overview of Data Archival and Backup Strategies

• Data is archived automatically based on configured policies.
• Retained data can be downloaded as Excel files when needed.
• Ensures data security and accessibility without overloading live systems.

2: Data Retention Management

Accessing the Data Retention Management Page

1. Go to the Admin Dashboard.
2. Navigate to Self-Help → Data Retention.
3. Click on Data Retention Management.

Adding New Data Retention Policies

1. Click “+ Data Retention” to create a new
2. Select the table name (e.g., Remote Solution Analytics, App, User).
3. Choose the retention duration (1 to 6 months).
4. Enable or disable the setting.
5. Click Save to apply changes.

Modifying and Updating Existing Policies

• Locate an existing retention policy in the list.
• Click Edit to change the duration or enable/disable status.
• Click Save to update the changes.

Enabling and Disabling Retention Settings

• Enabled: Automatically archives older data based on the policy.
• Disabled: Data remains stored indefinitely in the database.

 3: How Data Retention Works

 Retention Duration (1 to 6 Months) and Its Impact

• Shorter durations (1-3 months): Ideal for frequently changing data.
• Longer durations (4-6 months): Suitable for compliance and audit logs.

Automated Archival of Older Data

• Data older than the retention period is automatically archived.
• Archived records are moved to Excel files for easy retrieval.

Reviewing and Adjusting Retention Settings

• IT teams should regularly monitor storage usage.
• Adjust retention policies based on performance needs.

Managing Data Backup and Storage Efficiency

• Retaining only essential data ensures optimal system performance.
  
• Backups can be retrieved from Excel archives when needed.

 4: Data Retention Analytics and Reporting

Overview of Data Retention Analytics

• Displays which tables have undergone retention processing.
• Tracks cutoff dates for archived records.

Tracking Archived Data Records

• Shows archived tables, retention periods, and backup details.
• Helps IT teams validate if policies are being followed correctly.

 Understanding Cutoff Dates and Table Retention

• Cutoff Date: The last date before data was archived.
• Helps IT teams track when data was last retained.

Downloading Archived Data in Excel Format

• Retained data can be retrieved from the Excel File column.
• Allows IT teams to analyze historical records without storing them in the database.

 5: Monitoring and Reviewing Data Retention Status

Navigating the Data Retention Analytics Section

1. Go to Self-Help → Data Retention Analytics.
2. View archived tables, cutoff dates, and retention history.

Checking Retention Status for Different Tables

• Displays which tables have active retention policies.
• Shows whether data has been successfully archived.

Verifying Archival Success and Accessing Historical Data

• Ensures older data is stored correctly and remains accessible.
•  Allows IT teams to download past data for audits.