To set up retention policies, you need to have an admin or configurator access.
The feature is available in the Settings:
By default, only the Unlimited Retention Policy is configured:
You then have the option to configure as many retention policies as you need. All retention policies are available to all users who have the ability to archive reports.
To create a new retention policy, click on the 'Add a Policy button'
It opens a pop up window where you can specify a name for the retention policy, then a number of months or years:
Once the retention policies are created, they are available in the drop down menu displayed when users archive reports or projects:
Once the report is archived with a specific retention policy. Users can see a message at the top of the report to indicate that the report is now locked and scheduled to be deleted at the end of the retention policy. The system calculates the date based on the retention policy. It is also possible to click on the 'Read more' button to have more information.
Here is an example of information provided when users click on the 'Read more' button:
If a user unarchive a report, it will cancel the retention policy. If the user then reapplies the retention policy, it will be reinitiated for the full retention period.
Retention policies can also be applied automatically through automations.
Check this article for more information: How can I set up automatic retention policies
Once the report is permanently deleted, some information remains available for audit trail and analytics purposes. Check this article to learn what information is kept in the system.