Data Retention Policy in WorkDrive
A Data Retention Policy allows you to retain files and folders for up to a certain period (such as 30 days), then automatically delete them afterwards. With the team-level Data Retention Policies in WorkDrive, you can easily manage your files and folders to
protect data and
save storage.
Notes:
- Custom Data Retention Policy is available for all WorkDrive paid plans, Zoho Workplace, and Zoho One users.
- However, the support for Data Administration is only available in WorkDrive's Business plan and for Zoho One users.
- Users on other paid plans (WorkDrive Starter, WorkDrive Team, Workplace bundle) need to upgrade to WorkDrive Business plan to utilize the advanced capabilities of the Data Administration tab.
For
Trash in My Folders and Team Folders, you can choose whether you want to keep those files indefinitely or delete them after 7, 15, 30, 90 or 120 days.
As an extra layer of security, files and folders deleted from the Trash will be temporarily moved to Deleted Items in Admin Console before they get permanently deleted.
For
Deleted Items in Admin Console, you can choose whether you want to permanently delete them after 7, 30, 90, or 120 days.
Data Retention Policy for Trash in My Folders and Team Folders
When you move files and folders to Trash from My Folders and Team Folders, you can set a Data Retention policy, if required, to automatically delete these items from Trash after 7, 15, 30, 90 or 120 days.
To select a Data Retention Policy for Trash:
- Click Admin Console in the bottom-left corner of your WorkDrive account.
The Admin Console page will open in a new tab. Dashboard will be selected by default. - Click Settings in the left panel. The Profile settings will be displayed by default.
- Select Data Retention.
- Under Data Retention, you will have Trash in My Folders and Team Folders.
The default Data Retention Policy for Trash in My Folders and Team Folders is set to Never delete items. - Click the dropdown and select a required Data Retention Policy among the following:
Never delete items (
default)
Delete items after 7 days
Delete items after 15 days
Delete items after 30 days
Delete items after 90 days
Delete items after 120 days
Once you select a Data Retention Policy, files and folders moved to Trash in My Folders and Team Folders will be
automatically deleted after 7, 15, 30, 90 or 120 days, and temporarily moved to Deleted Items in Admin Console before they are permanently deleted from your team.
Data Retention Policy for Deleted Items in Admin Console
Files and folders deleted from Trash in My Folders and Team Folders will be temporarily moved to Deleted Items in Admin Console before they are permanently deleted from your team. Team Admins can choose to restore these items during the data retention period of 7, 30, 90, or 120 days. Business plan users can also set a custom data retention period.
To select a Data Retention Policy for Deleted Items:
- Click Admin Console in the bottom-left corner of your WorkDrive account.
The Admin Console page will open in a new tab. Dashboard will be selected by default. - Click Settings in the left panel. The Profile settings will be displayed by default.
- Select Data Retention.
Under Data Retention Policy, you will have Deleted Items in Admin Console.
The default Data Retention Policy for Deleted Items in Admin Console is set to Permanently delete after 90 days. - Click the dropdown and select a required Data Retention Policy among the following:
Permanently delete items after 7 days
Permanently delete items after 30 days
Permanently delete items after 90 days (
default)
Permanently delete items after 120 days
Business plan users can additionally choose from the following extended retention options or set a custom number of days based on their preference.
Permanently delete items after 365 days (1 year)
Permanently delete items after 730 days (2 years)
Permanently delete items after 1,095 days (3 years)
Permanently delete items after 1,825 days (5 years)
Permanently delete items after 2,555 days (7 years)
Permanently delete items after 3,650 days (10 years)
Set custom retention period
Set custom retention period
Once you select a Data Retention Policy, files and folders moved to Deleted Items in Admin Console will be
automatically deleted after 7, 30, 90, or 120 days and they can no longer be restored to your team.
For WorkDrive
paid plans and
Zoho One users
, Deleted Team Folders will be deleted permanently after 7, 30, 90, or 120 days based on the Data Retention Policy for Deleted Items in Admin Console.
Deleted items in Admin Console do not take up any storage space.
Team Admins can also choose to
manually delete files and folders permanently from Deleted Items in Admin Console.
Permanently deleted files and folders will be
purged (i.e.,
data will be removed from all data centers and servers), and they can no longer be restored.
Access your files securely from anywhere
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