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Data Retention
Configure how long execution results and audit data are retained before automatic purging.
Overview
The Data Retention settings in System Preferences control how long execution results, logs, and audit data are retained within Data Trust before automatic purging. Retention can be set using a fixed date range or driven by a platform variable, allowing dynamic policy management across environments. Correct data retention configuration is important for both storage management and compliance obligations.
Prerequisites
- You are logged in to Data Trust with an Admin Pro-User role.
- Admin Console access has been granted by your system administrator.
Navigating to Data Retention
Path: Data Trust › Admin Console › System Preferences › Data Retention
Figure 1: System Preferences navigation option
Navigate to Admin Console, then select System Preferences to see all available platform configuration tiles for your Data Trust instance. Admin Console access is restricted to Admin Pro-User role holders only. This is the starting point for all system-level configuration changes, including data retention policy management.
Figure 2: All System Preferences options
The full list of System Preferences tiles is shown here, covering every major platform configuration area from email to API tokens to data retention. Locate the Data Retention tile to configure how long execution results and audit data are kept before automatic purging. If you cannot see the tile immediately, scroll down as the grid may extend beyond the visible viewport on smaller screens.
Figure 3: Data Retention option tile
Click the Data Retention tile to open the retention policy configuration page where you can set the purge cutoff date or link it to a platform variable. The current retention setting is displayed on this page, allowing you to review the active policy before making any changes. This section is critical for storage management and compliance — confirm the intended retention window with your compliance team before modifying it.
Configuring Retention with a Variable
- On the Data Retention page, set the Retain data from option to Variable.
- Click Test Variable to verify the selected variable resolves to a valid date value.
- Click Save to apply the data retention policy.
Figure 4: Retain data from — Variable option selected
Selecting the Variable option on the Data Retention page allows the retention period to be dynamically controlled by a named platform variable rather than a hard-coded date. This is the recommended approach for organisations with multiple environments (development, QA, production) that require different retention windows. Once selected, a Show Variable button appears, allowing you to browse and choose the specific variable from the platform variable repository.
Figure 5: Variable selection pop-up
The variable selection pop-up displays all available platform variables defined in the Data Trust variable repository. Browse the list or use the search field to find the variable that holds your desired retention period value. Variables configured to return a valid date or number of days are suitable for use as retention drivers.
Figure 6: Selecting the retention variable
Choose the specific variable from the list whose current value will determine how far back data will be retained during purge cycles. The variable's current value is shown next to its name to help you verify it resolves to the intended retention date or period. Click Select to confirm the choice and return to the Data Retention configuration page with the variable pre-filled in the retention field.
Figure 7: Testing the selected variable
The Test Variable action evaluates the selected variable against the current system context to confirm it resolves to a valid retention date or period. Running this test before saving is strongly recommended to catch misconfigured variables that could result in excessive data deletion. A clear pass or fail result is displayed after the test, along with the resolved value so you can verify it matches your expectations.
Figure 8: Variable test result
The test result panel shows the resolved date or period value returned by the variable, allowing you to confirm it aligns with your intended retention window. If the resolved value is incorrect, update the variable's definition in the platform variable repository before proceeding. Only click Save on the Data Retention page after the test result confirms the variable resolves to the correct value.
Figure 9: Data Retention saved successfully
A success confirmation message indicates the data retention policy has been saved and the purge schedule will use the new setting from the next scheduled purge cycle onward. The saved policy is displayed on the Data Retention page so you can verify the correct setting is active at any time. Contact your Data Trust administrator if you need to understand exactly when the next purge cycle is scheduled to run after a policy change.