> For the complete documentation index, see [llms.txt](https://docs.flosum.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.flosum.com/backup-and-archive/settings/organization-settings/changing-retention-policy-settings.md). # Changing Retention Policy Settings {% hint style="success" %} #### Required User Credentials \[**Flosum User**] - **Backup & Archive** license with **App Settings** permissions {% endhint %} ## ![](https://646917531-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Focom3JROuDKOidclKbQx%2Fuploads%2Fgit-blob-3f6faa4230b72167926fbc0a31dd17dc7d74581d%2FSummary2-Small-Icon.svg?alt=media) Overview The Retention Policy feature automates the removal of backed-up and archived data after a configured period. This helps control storage growth and aligns data lifecycles with internal governance and compliance requirements, without the risk of accidental data loss from manual cleanup. This article explains how Retention Policies work and how to add, edit, and remove them from an organization. ### How Retention Policy Works Retention Policies are specific to each organization, and you can add as many as needed. A Retention Policy sets the retention period for one or more objects, up to all objects in the organization. You configure retention periods separately for backup and archive records, with values ranging from 1 month to 12 years. If multiple Retention Policies apply to the same object, the policy with the longer retention period takes effect. For example, suppose you have two policies: one that retains all objects for 6 months, and one that retains only Account objects for 1 year. Account objects are retained for 1 year, while all other objects are retained for 6 months. {% hint style="warning" %} #### **Two Records Retained** Regardless of the configured retention period, the system always retains the two most recent versions of any record. This helps prevent data loss from accidental deletions or data corruption. {% endhint %} {% hint style="info" %} #### New Objects New objects added to an organization are not included in any existing Retention Policies. To include a new object, first create a backup or archive that contains it, then add it to the desired Retention Policy. {% endhint %} #### Example Scenarios In each of the following cases, for simplicity, a single Retention Policy applies to all objects. The cases illustrate different usage patterns and retention lengths, and they account only for backed-up versions. **Case 1: Frequently Changed Objects**
DetailDescription
Retention Period12 months
UsageObjects change daily.
Retention BehaviorAll versions created within the past 12 months are retained; older versions are deleted.
Versions Retained~365 versions
**Case 2: Infrequently Changed Objects**
DetailDescription
Retention Period12 months
UsageObjects change every 6 months.
Retention BehaviorTwo versions are created during the 12-month period, and all older versions are deleted.
Versions Retained2 versions
**Case 3: All Versions Older Than Retention Period**
DetailDescription
Retention Period6 months
UsageObjects have not changed for 2 years. Before that, 100 versions were backed up.
Retention BehaviorNo new versions were created during the 6-month retention period. Because the system always retains at least 2 versions, the 2 most recent versions are kept and the rest are deleted.
Versions Retained2 versions
## Retention Policy Settings {% stepper %} {% step %} ### Access Retention Policy Settings Below are instructions for accessing the Retention Policies for the selected organization and for adding, editing, and removing a policy. 1. Click **Settings** from the sidebar menu. 2. Click the **Organization** to change a Retention Policy for.
3. Click the **Retention Policy** tab.
{% endstep %} {% step %} ### Add Policy and Set Period 1. Click **Add more** at the bottom of the **Retention Policy Templates** section.
2. Enter a **Name** for the policy template.
3. Set the retention period for Backup Records. 1. In the **Backup Keep For** text box, enter the number of months or years to retain backup records for this policy. 2. Click the **Month/Year** dropdown menu. 3. Select the time interval to use for backup records for this policy.
4. Set the retention period for Archive Records. 1. In the **Archive Keep For** text box, enter the number of months or years to retain archive records for this policy. 2. Click the **Month/Year** dropdown menu. 3. Select the time interval to use for archive records for this policy. {% endstep %} {% step %} ### Add Objects **Add All Objects** 1. Click **Select All** to include all objects in this retention policy.
2. The **Added** tab will now include all objects.
**Add Individual Objects** 1. Enter the object you want to add in the **Search Bar**. 2. Click **Add** for the object you want to include in this retention policy.
3. The **Added** tab will now include the object you added.
{% hint style="info" %} #### Remove Objects 1. Click the **Added** tab. 2. Click the **Added** button to the right of each object to remove. 3. {% endhint %} {% endstep %} {% step %} ### Finish Adding Policy 1. Click the **Add** button at the bottom of the retention policy template.
2. Once added, the new retention policy will be listed in the **Retention Policy Templates** section.
{% endstep %} {% step %} ### Edit Retention Policy The process of editing a retention policy is the same as adding a new one. See the sections above for more details. 1. Click **Edit** for the retention policy you want to edit.
2. Make the desired changes to the retention policy. 3. Click **Save** to save the changes. {% endstep %} {% step %} ### Deleting a Retention Policy 1. Click the **Trash Can** button for the retention policy you want to delete.
2. Click **Confirm** in the **Delete retention policy template** confirmation dialog.
3. The retention policy has now been deleted. {% endstep %} {% endstepper %} --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. Perform an HTTP GET request on the following URL with the `ask` and `goal` query parameters: ``` GET https://docs.flosum.com/backup-and-archive/settings/organization-settings/changing-retention-policy-settings.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is what the user is ultimately trying to achieve, the reason they need the answer. Sharing it helps GitBook give you a better, more relevant answer. A goal is most helpful when it describes the outcome the user wants rather than restating the question. For example, with `ask=how do I create an API token`, a goal like `automate deployments from our CI pipeline` lets GitBook tailor the answer to that use case. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.