CentreStack allows you to configure the amount of time or number of versions that you want to retain your versioned files, as well as the amount of days to retain trash contents. The default values for these settings can be configured at the Cluster, Tenant, or Team Folder levels. The Tenant's retention policy settings, if specified, override the Cluster settings. Furthermore, the Team Folder's retention policy settings, if specified, override both the Tenant and the Cluster settings.
This article will explain how to set up the retention policy settings that have the greatest impact on the amount of back-end storage that the system will require. Retention of logs (file change logs) are also very important from a database storage standpoint, but are covered in a separate article.
Screenshot of the Retention Policy settings page
Screenshot of file versions on the File Browser
The 4 most important retention policy settings are:
Setting 1-Keep last N version(s) of files in versioned folder. This sets the maximum number of versions that you want to keep. If Setting 1 is zero, it defaults to a maximum of 30 versions.
Setting 2-Only purge versioned files that are more than N day(s) old. This sets a maximum age in days for any versioned file that is above the maximum number of versions specified in Setting 1. If Setting 1 is zero, Setting 2 caps at 30 days. If Setting 2 is zero, it will be ignored.
Setting 3-Purge previous versions that are more than N day(s) old. This is the same as Setting 2, but it deletes versions based on maximum version age regardless of Setting 1 and/or Setting 2. If Setting 3 is zero, it will be ignored.
Setting 4-Keep deleted files in versioned folder and/or Trash Can for N day(s). This setting causes deleted files that exceed a maximum age to be purged permanently. A value of zero causes it to default to 90 days.
Screenshot of deleted files shown with a strike-through and gray color on the File Browser
If it appears that CentreStack is not observing the retention policy settings that you specified, the first thing that you can do is to check if either the Tenant, or the Team Folder have settings are overriding the Cluster level settings.
If you determine that the problem is not being caused by a different retention policy setting at a lower level, the next thing that you can do is enable a storage scan at regular intervals (at the worker node level). To configure this setting, go to the Cluster Administration interface, then go to Cluster Control Panel -> Worker Nodes -> Edit Cloud Monitor settings for the worker node. Enable storage scan and set an end time that is greater than the start time.