Data Retention
Default retention periods per record class and how to change them.
Retention schedules#
A retention schedule applies to a record class and states how long a record is kept after it becomes inactive. Defaults are conservative; adjust them to your own legal advice.
| Record class | Default | Minimum | Maximum |
|---|---|---|---|
| Assistant prompts | 30 days | 7 days | 90 days |
| Conversation history | 12 months | 1 month | 36 months |
| Business documents | 10 years | 1 year | Indefinite |
| Consent records | 5 years | 5 years | 10 years |
| Audit entries | 24 months | 24 months | 24 months |
Changing a schedule#
- Open Administration → Data → Retention.
- Select the record class and enter the new period.
- Confirm the change. A second administrator must approve it within 72 hours before it takes effect.
Deletion mechanics#
Deletion runs nightly in the tenant region. Records are removed from primary storage first and purged from backups on the backup rotation, at most 35 days later. A deletion certificate is available per run.
Legal hold#
A legal hold suspends deletion for the records it names, regardless of the schedule. Holds are set by administrators, are themselves audited, and must carry a reference and an owner.
Shortening a schedule deletes records that already exceed the new period on the next nightly run. Confirm with your legal team before reducing a period.
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