System: Data Retention Policy

How to get there: Admin | System | Data Retention Policy

The Data Retention Policy settings page is where you can add, modify, enable and view data retention policies that can be assigned to Service Forms when they are created (See Forms: Service Forms for further information about assigning Data Retention Policies to forms). A Data Retention Policyis used to define the duration (in months) that data captured using a form is stored for before being removed from the system. When viewing an existing Data Retention Policyfrom this part of Timegate Web, in addition to seeing the retention duration, you are able to see whether the policy is active and which forms use the policy.

Screen Layout and Fields

Name	Add a new Data Retention Policy. see below for more information
Retention Months	Number of months that the policy states data will be retaied for
Active	When checked, indicates that the form is active i.e. available to use when creating forms
Last Updated	Date that the retention policy was last update
Last Updated By	User name of the individual who last updated the retention policy

Screen Actions

When a user selects Add, the following screen is displayed from which a Data Retention Policy is defined:

• Enter a Name for the Data Retention Policy(mandatory)

• Enter the Retention Months - this is the duration for the retention period as defined by the policy

• Select Active to make available when creating a form

• Select Save to save the policy and return to the previous Forms Data Retention Policies screen

• To return without saving your changes, select Back