Retention Policies in Centrestack

Retention Policies control how Centrestack manages revisions, deleted files, and system logs. They can be defined at the Cluster level (Default Group Policy), the Tenant Level (Group Policy), and the Team Folder level (if supported).

Group Policy

Retention Policy can be defined in the Cluster Default Group Policy. When defined at the Cluster level, it applies to all tenants.

From the Cluster Dashboard, select Default Group Policy from the right-side menu

In the Default Group Policy Common Settings, click on the Retention Policy.

1. Keep last n version(s) of files in versioned folder: It defines how many revisions Centrestack will remain for a file. When leave it as 0, by default, Centrestack keeps 30 revisions.
2. Only purge versioned files that are more than n day(s) old: If the setting is defined, when the number of revisions hits the value defined in 1, Centrestack will check whether the revision is old enough to be purged. If the revision hasn't hit the age defined here, it will remain. Thus, the number of versions can be more than the allowed versions defined in 1, when this setting is defined.
3. Purge previous versions that are more than n day(s) old: When the setting is defined, Centrstack will check each revision's age. If it has reached the defined time here, it will be purged. It will ignore the number of versions to keep defined in 1. 
4. Keep deleted files in versioned folder and/or Trash Can for n day(s): It defines how long Centrestack will keep deleted files in the backend storage. When a file is deleted, it still remains in Centrestack in the backend. The user can restore it if needed. When the deleted files reach the number of days defined here, Centrestack will purge them. After the file is purged, it cannot be restored anymore.
5. Keep file change log for n day(s): File change logs are stored in the database. The setting defines how long to keep the change logs from the DB.
6. Keep audit trace for n day(s): Audit trace tracks system activities, including login activities, creating/deleting shares, etc. It is stored in the DB too. The setting defined how long to keep the audit trace in the DB.
7. Keep Mac client logs for n day(s): The setting defines how long to keep the Mac client logs.
8. Hide purge option from web file browser: When it is checked, the user will not see the Purge Deleted File options from the web portal. The setting only applies to Sub users. It always shows for the tenant admin
9. Don't send email notification when purging deleted content: When a versioned folder is deleted, it remains in the backend until it reaches 'Purge previous versions that are more than n day(s) old'. Before it is purged, a reminder email will be sent to the tenant admin in case the admin still wants to keep the folder. Enabling the setting will prevent Centrestack from sending the email.
10. Include deleted but not yet purged items in storage quota: By default, when Centrestack scans the backend storage, it doesn't count the deleted items in the tenant quota. When checking the setting here, deleted items will be added to the tenant quota.

Each Tenant can define its own Retention Policy, which overwrites the Cluster Settings.

To access the Retention Policy for a tenant, go to Settings, click on Folder & Storage.

Then click on Retention Policy.

Team Folder

When a team folder is versioned, the admin can define the team folder's own retention policy. On the web portal, the admin can right-click the team folder and select 'Manage Folder'. Go to Settings -> Quota and Retention Policy. Here, the retention policies apply to the team folder only.