Setting how long records are kept
Choose how long old logs and notifications are kept before the platform deletes them.
Data retention means how long you keep information. On the Data Retention page you can tell the platform to delete some kinds of old records automatically. Keeping less data for less time is good practice.
- Open Platform Operations in the admin menu.
- Press Data Retention.
Under Retention policies you see one row for each kind of record, such as Activity log, Admin audit log, Notifications and Email log. There are also rows for volunteering records, such as Volunteer mood check-ins and Safeguarding incidents. These only matter if your community uses volunteering.
Turning on a policy
- Enter the number of days to keep that kind of record.
- Press Save.
- Turn on the switch at the end of the row.
You see Retention policy saved each time a change is stored. The switch saves straight away.
While a policy is off, those records are kept with no time limit.
Minimum periods
You can choose between 30 and 3,650 days. Some records have a longer minimum. The Activity log must be kept for at least 365 days. The Admin audit log and Safeguarding incidents must be kept for at least 2,555 days, which is about seven years. Volunteer wellbeing alerts must be kept for at least 730 days. If you enter less, a message tells you the allowed range.
Checking what was deleted
The platform deletes old records each night. Recent disposal runs lists each run, how many records were removed and whether it was Completed, Partial or Failed.
More guides in this topic
- Checking the Activity Log
- Finding your way around the GDPR pages
- Seeing what members have agreed to
- Using the GDPR Audit Log
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