Understanding File Retention Settings and Policies

Overview

Learn how Zight’s file retention settings work to support your organization’s compliance and data management needs. This feature is designed for teams with strict content lifecycle policies, helping ensure files are retained or removed based on your preferred schedule.

• Access retention controls to manage file duration.
• Choose retention durations from one hour to indefinitely.
• Decide whether files are deleted or moved to trash post-expiration.
• Ensure compliance with organizational data policies.

Video Tutorials

Watch the following videos to better understand how to utilize Zight's file retention features effectively.

Overview of the file retention product and its benefits:

Steps

1. Accessing Retention Settings

   Go to your workspace and find the Access and Retention Setting to start managing your file retention options.

2. Plan Compatibility Check

   Ensure your current plan supports file retention features to utilize these settings effectively.

3. Setting Retention Duration

   Select how long to keep your items by choosing a duration such as one hour, one day, or indefinitely. Navigate to Settings → Retention Duration to make your selection.

   

4. Understanding Post-Retention Actions

   Decide whether files should move to trash for 30 days or be deleted immediately after the retention period ends. Adjust these settings in Post-Retention Actions.

5. Applying Retention Policies

   Once set, retention policies apply to all items and content within your workspace, ensuring consistency in file management.

6. Example of Policy Implementation

   Compare scenarios where content never expires against those with an active policy. This helps visualize the impact of retention settings.

   

7. Retention Policy Duration Options

   Explore the range of duration options from one hour to six months to suit various organizational needs.

8. Conclusion on File Retention Settings

   Implementing file retention settings and policies impacts how your organization manages and secures its data.

Tips & Best Practices

• Regularly review retention settings to ensure compliance with evolving organizational needs.
• Communicate changes in retention policies to all team members to ensure adherence.
• Utilize retention settings to automate data lifecycle management, freeing up resources.

Troubleshooting

• Retention settings not saving → Check if you have admin permissions to modify settings.
• Files not moving to trash → Verify if the post-retention action is set to move files to trash.

FAQs

• Q: Can retention settings be applied to specific file types only?
  A: Retention settings apply to all files in the workspace, regardless of type.
• Q: How do I restore files moved to trash?
  A: Access the trash folder within 30 days to restore any files before they are permanently deleted.

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