As organizations handle increasing volumes of information, effective data management becomes essential. With the Data (Matters) Retention feature in Office & Dragons, you have greater control over how long matters are retained before they are either moved to trash or permanently deleted. This enhancement empowers teams to tailor their data retention strategies to fit organizational policies and compliance requirements, providing both flexibility and peace of mind.
Please note: only Admins have access to Data Retention.
To set your preferences go to “Organizational Settings” and open “Data Retention”.
Retention Period
Matter – You have a few options that you can choose for how long you want to set the retention period for the matter for: 2 months, 3 months, 1 year, 2 years, 3 years, Infinite and custom.
Start retention period based on – You have the option to decide according to what you want to set the retention period on, if it is when it was: Date Created, or Last updated
After retention period ends – You select here what happens to the matter once the retention period ends: Move to trash, or Delete permanently
Trash retention period ends – Here you can choose for how long a matter will be remaining in trash: 7 days, 14 days, 30 days, 60 days, 90 days, Infinite or custom.
Email Notification
Due to the importance of the data, timely email notifications are set up to alert you before any matter is moved to trash or permanently deleted.
Email Owners - Enable/disable this option for email notifications.
Notify about deletion before -Choose the desired time period for advance notification: 7 days, 14 days, 30 days, or Custom. You will receive a notification within the selected timeframe and an additional reminder 24 hours before the deletion.
Control who receives email notifications - Select the recipients of the email: either the Owners of the Matter only, or both Owners and Admins
Override the Retention Period
The preferences you set will be applicable to all the matters, however, if you need to override the Retention Period for a specific matter you can do so if you:
Go to settings and open Data management
Select the respective matter and click Override Retention on the top
Please note: Templates are included in retention. To override retention on a template, type “template” into the Data Management search bar, this will search for matters in the Template Workspace, and then select the matters and adjust its retention settings as needed Find out more here.
You will also be notified in the Home page with small icons next to the matter, and if you hover over you can see when will the matter expire.
