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Data and retention

For admins and compliance2 min readUpdated for v4.0

Your view

Evidence takes space and can hold personal data. Decide how long KaDeep keeps each kind, and hold a project’s data when an audit or dispute needs it.

Compliance: you can read this page. Only an admin changes it.

1. Open Data & retention

Section titled “1. Open Data & retention”
In the sidebar, open Workspace › Security & Audit, then the Data & retention tab.
Press Ctrl K (Windows) or ⌘ K (Mac), type Data & retention and press Enter.
Data & retention: what is kept and for how long, the last cleanup, and the organization minimums (Manage view)
Data & retention: what is kept and for how long, the last cleanup, and the organization minimums (Manage view)

Manage view

Data & retention: what is kept and for how long, the last cleanup, and the organization minimums (Hands-on view)
Data & retention: what is kept and for how long, the last cleanup, and the organization minimums (Hands-on view)

Hands-on view

1 What is kept, and for how long lists each kind of data, how long it stays, and what happens then.

What Kept for (default) Then
Run videos 2 years The video is deleted. The run stays.
Screenshots and traces 2 years The files are deleted. The run says its evidence expired.
Run records No limit Kept unless a project sets its own limit.
Language files of an archived project 1 year Files, strings and translation memory are deleted.
Deleted chats 30 days (fixed) Can be restored until then.
Audit log As long as the organization exists (fixed) Nobody can shorten it.

2 Cleanups run every hour.

2. Change the organization minimums

Section titled “2. Change the organization minimums”
  1. Under 3 Organization minimums, type the number of days for each kind.
  2. Choose Save retention.

A project can keep data longer than these minimums, never shorter.

3. Keep one project’s data longer, or hold it

Section titled “3. Keep one project’s data longer, or hold it”

Scroll to What each project keeps.

What each project keeps, with Keep longer and Place hold for each project (Manage view)
What each project keeps, with Keep longer and Place hold for each project (Manage view)

Manage view

What each project keeps, with Keep longer and Place hold for each project (Hands-on view)
What each project keeps, with Keep longer and Place hold for each project (Hands-on view)

Hands-on view

  • 1 Keep longer sets longer windows for that project.
  • 2 Place hold stops every cleanup for that project. No person or agent can delete its data until you lift the hold.

What’s next

Section titled “What’s next”
Audit logEvery change, who made it and when.
Tokens and connectionsEvery token, with its owner and expiry.
Set up checklistBack to the list.