Data Retention Policy in Zoho WorkDrive

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.

Custom Data Retention Policy is only available for the WorkDrive Business plan and Zoho One users. For WorkDrive Starter and Team plans, the default Data Retention Policy will apply.

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, or 30 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, or 30 days.

To select a Data Retention Policy for Trash:
  1. 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.

  2. Click Settings in the left panel. The Profile settings will be displayed by default.
  3. Select Data Retention.
  4. 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.

  5. 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

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, or 30 days, and temporarily moved to Deleted Items in Admin Console before they are permanently deleted from your team.

For WorkDrive Starter and Team plans, the default data retention policy will apply, i.e., files and folders in Trash of My Folders and Team Folders will be there forever until someone manually deletes them.

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.

To select a Data Retention Policy for Deleted Items:
  1. 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.

  2. Click Settings in the left panel. The Profile settings will be displayed by default.
  3. 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.

  4. 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

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 Business plan and Zoho One usersDeleted 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.

For WorkDrive Starter and Team plans, the default data retention policy will apply.
- Files and folders in Deleted Items (Admin Console) will be deleted permanently after 90 days.
- Deleted Team Folders will be deleted permanently after 90 days.
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.

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