Custom Data Retention Controls for Enterprise

Prerequisites

• Enterprise plan subscription
• Organization administrator privileges
• Basic understanding of data retention concepts

Overview

Custom data retention controls allow organization administrators to enforce automated data lifecycle management policies across their instance. This feature helps maintain data hygiene, reduce storage costs, and ensure compliance with data protection requirements by automatically removing inactive content after specified periods.

Key Benefits

• Automated cleanup of inactive data
• Reduced storage costs and improved system performance
• Enhanced compliance with data protection regulations
• Flexible retention periods to match business needs
• Granular control over retention policies

Getting Started

Configurable Options

1. Agent Data Retention
   
   • Set custom retention periods for inactive agents. Inactive meaning “has not been accessed” over given timeframe.
   • Options include:
     • Never delete (default)
     • 30 days
     • 60 days
     • 90 days
     • 1 year
     • Custom period (specify number of days)
2. Chat Thread Retention
   
   • Configure retention periods for inactive chats
   • Applies to all associated documents
   • Same period options as agent retention
3. User Exclusions
   
   • Ability to exempt specific users from retention policies
   • Excluded users' content remains until manually deleted

Step-by-Step Guide

1. Access Retention Settings
   
   • Navigate to Organization Settings
   • Select Privacy & Security
   • Locate Data Retention Controls
2. Configure Agent Retention
   
   • Select desired retention period
   • Choose between preset options or custom duration
   • Save changes
3. Configure Chat Thread Retention
   
   • Set retention period for chat threads
   • Confirm settings apply organization-wide
   • Save changes
4. Manage Exclusions
   
   • Identify users requiring exemption
   • Add users to exclusion list
   • Verify exclusion status

Best Practices

• Review retention requirements before implementation
• Start with longer retention periods and adjust as needed
• Document retention policy decisions
• Regularly review excluded users list
• Communicate policy changes to users

Examples

Scenario 1: Standard Retention

Agent Retention: 60 days

Chat Retention: 90 days

Result: Inactive agents deleted after 60 days, chats after 90 days

Scenario 2: Compliance-Focused

Agent Retention: 1 year

Chat Retention: 1 year

Exclusions: Legal team members