You can edit the retention period for an existing Archive storage bucket at any time. However, it is critical to understand how this change affects your currently archived data.
Important: Scope of Retention
Retention periods can only be set or edited on a per-storage bucket basis, rather than per-user.
If you require different retention periods for different departments or user types (e.g., Finance requires 7 years, but Contractors only require 1 year), you may configure different offboarding policies for these users (by OU or Smart Team) to Archive their data into separate Storage Buckets, and configure the retention policy for each bucket individually.
How to Change the Retention Period
- Navigate to Archive > Storage Configuration.
- Select the relevant Storage Bucket from the list.
- Locate the section "How Long Do You Want to Keep Archivals for".
- Click Edit Retention and specify the new duration.
- Select Save.
Impact of Changing the Retention Period
Once the retention period is updated, the new policy applies to all data in that bucket:
- Future Archivals: Any new data added to the bucket will follow the new schedule.
- Existing Archives: Data already stored in the bucket is immediately re-evaluated against the new timeline.
Warning: Data Loss Implication
This action cannot be undone. Data is purged immediately and permanently in the following scenarios:
- Shortening the Period: If you shorten the period (e.g., from 5 years to 3 years), any data older than the new limit is purged.
- Indefinite to Fixed: If you switch from "Indefinite Retention" to a specific time frame, any data exceeding that new time frame is purged.
For a full guide on setting up retention policies, please refer to: How to set the Retention Policy