Retention

The Retention screen lets you define how long each kind of data is kept, run the retention now, erase the data of a data subject (right to be forgotten) and place or release legal holds. Portal path: /data/retention. Data stewards, security officers and tenant administrators use it.

What the screen shows

The header holds the Run retention now button; its JSON report appears under the header after a run.

Three tabs:

• Policies: the Retention policies table with Resource type, TTL (days), Action, Enabled, Updated. The New policy form has Resource type (required: sessions, memory, media, documents, usage_raw, telemetry), TTL (days) (required, 365), Action (required: erase or archive) and Enabled (checked). There is one policy per resource type: creating it again updates it.
• Subject erasure: a form with Subject id (required), Reason (gdpr_art_17), Dry run (checked) and Include documents, and its result panel.
• Legal hold: a form with Resource type, Resource id, Subject id, Reason (required) and Active (checked), and its result panel.

Actions

Button or action	What it does	API call	Roles
Run retention now	Applies every enabled policy now and shows the report	POST /v1/retention/run	tenant_admin, security_officer, data_steward
Refresh icon (Policies)	Reloads the policies	GET /v1/retention/policies	any tenant user
New policy > Create	Creates or updates the policy of a resource type	POST /v1/retention/policies	tenant_admin, security_officer, data_steward
Run (Subject erasure)	Erases, or simulates the erasure of, the data of a person	POST /v1/retention/erase	tenant_admin, security_officer, data_steward
Run (Legal hold)	Places a hold on a resource or a person; the data stops expiring	POST /v1/retention/legal-hold	tenant_admin, security_officer, data_steward

Roles

The portal shows every button. The Control Plane (services/control-plane/src/eai/domains/retention/__init__.py, constant ADMIN) accepts the writes only from tenant_admin, security_officer and data_steward; others get forbidden. Every run, erasure and hold is audited.

Typical tasks

Keep the sessions for one year

1. Create the policy. Without a policy, data is kept. Open Policies, click New policy, choose Resource type sessions, TTL (days) 365, Action erase, then Create.

   Expected result: the toast "Created" and the row in Retention policies.

   If it fails: invalid_request with resource_type lists the allowed types.

2. Run it once. Click Run retention now.

   Expected result: the toast "Done" and a report counting the processed items and the items skipped by a legal hold.

   If it fails: forbidden means your role is not allowed to run retention.

Erase the data of a person

1. Simulate first. A dry run lists what would be erased without erasing. Open Subject erasure, type the Subject id, keep Dry run checked, then Run.

   Expected result: status dry_run with the counts in deleted and skipped_legal_hold.

   If it fails: check the subject id (the user id the platform records).

2. Erase. Uncheck Dry run, check Include documents if the documents created by the person must go too, then Run.

   danger

   Without Dry run, the erasure cannot be undone. The audit trail and the financial usage records are kept by law; the answer lists them in retained.

   Expected result: status completed.

   If it fails: status incomplete means an external system did not erase; the external block names it.

Freeze the data of a litigation

1. Place the hold. A hold stops retention and deletion. Open Legal hold, fill Subject id (or Resource type and Resource id), a Reason, keep Active checked, then Run.

   Expected result: the hold record with active true.

   If it fails: invalid_request with required means neither a subject nor a resource type and id were given.

Troubleshooting

Symptom	Cause	Fix
forbidden (403) with required_roles	Your role is not tenant_admin, security_officer or data_steward	Ask a data steward
invalid_request (400) with resource_type	Unknown resource type	Use one of the allowed types
invalid_request (400) with action	The action is not erase or archive	Choose erase or archive
invalid_request (400) with required reason	A new hold needs a reason	Fill Reason
not_found (404) with legal_hold	The hold id to release does not exist	Check the id of the hold
A deletion elsewhere answers legal_hold (409)	A hold protects the item	Release it here with Active unchecked

Related pages

• Memory
• Media library
• Storage profiles
• Data retention