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Using Retention Policies to Manage Content Deletion

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Retention is available as a paid, add-on feature .

Retention policies enable you to retain certain content in Box for a specified period of time, and to remove content at end of that specified period of time. At its core, retention ensures content does not get deleted accidentally or intentionally, until the content is out of the retention period.

This topic contains the following sections:

Retention Examples

Here are a few customer examples for retention:

  • A company needs to retain employee records for 3 years after employee departure.
  • A financial institution wants to manage their loan process through Box, retaining the final documents for 6 years for compliance requirements.
  • A manufacturing company wants to share reports with vendors through Box, and these reports are only relevant for 30 days.

Retention policies apply to all file versions. That means when a retention policy is applied to a file, it applies to all existing versions of that file as well as to future versions of that file. Here's an example of folder-based or enterprise policy:

  • Version 1 of a file has a 7-day retention period
  • Version 2 is uploaded 3 days later

The 7-day retention period applies to Version 2, but starts from when Version 2 was uploaded. In other words, Version 2 will be retained for 7 days from the upload date -- 4 days after Version 1 would have been deleted. However, for event-based retention, all versions will have the same expiration date based on the metadata start date set on the file. This is because metadata template is not version specific.

Admins and Co-Admins with explicit permission to manage policies) can create retention policies and can apply those policies:

  • At the global (entire enterprise) level (note this option is not retroactive)
  • At the folder level
  • At the file level (via API only)
  • To content with specific metadata

As part of retention policies, you define the retention period and when the retention period starts. Retention periods can start:

  • When files are added or uploaded to Box
  • On dates defined in or by file metadata (event-based retention)

This makes it easier to properly retain unstructured data and ensure regulatory mandates are met.

Retention policies are available via the Admin Console, API, and Tier 1 SDKs.

Event - Based Retention

Event - based retention allows Admins and Co - Admins to create policies where retention doesn’t start until a specified business event occurs. For example:

  • A company needs to ensure employee records do not get deleted accidentally or intentionally (i.e., retained “indefinitely”) throughout one’s employment; then retain for 3 years after the employee departure. In this scenario, employee departure is the business event.
  • A pharmaceutical company needs to collaborate a research study with an external research firm. Per the contractual agreement, the study ends on a certain date, and content needs to be deleted right after that day. In this scenario, study end date is the business event.

Please reach out to your Support or Customer Success, as event-based retention is an advanced capability and may require some design and planning.

What End Users See

Users can delete retained files by sending them to Trash. However, users cannot purge files from Trash until the files’ retention period has ended. Before that time, users can also restore files from Trash to their original location. If the original location has been deleted, users can choose a new folder in which to restore the files.

When a file is governed by a retention policy, an indicator displays under the Details section in the righthand navigation. You also see this information by clicking the More options arrow to the right of the file name and then selecting Properties > General Info.

document_retention_policy.png

For folder-based retention, certain actions can modify the retention policy associated to a file.
  • If you move a file from a folder with a retention policy to a folder without a retention policy, the file is still governed under the initial retention policy.
  • If you move a file carrying a retention policy to a folder with the same retention length, Box preserves the Time Period value and will evaluate the original Disposition Action when the file expires.
  • If you move a file carrying a retention policy to a folder with a different retention length, the longer retention expiration date takes precedence over the shorter one.
  • If you move a file carrying a retention policy with an indefinite retention length to a folder carrying a retention policy with a finite retention length, the file will be retained based on the date of the file move.
  • You cannot transfer a file or folder with a retention policy outside of the enterprise. You also cannot change the folder owner to an external party, or move an individual file to a folder owned by an external user.
  • If you copy a file under retention to another folder not associated with any retention, the copy is not retained.

For metadata-based retention, certain actions can modify the retention policy associated to a file.

  • If you remove the custom metadata that is carrying a retention policy from a file, the file is still governed by the initial retention policy.
  • If you update the custom metadata on a file to a new metadata value with the same retention length, Box preserves the Time Period value and will evaluate the original Disposition Action when the file expires.
  • If you update the custom metadata on a file to a new metadata value with a different retention length, the longer Time Period value takes precedence over the shorter one.
    • If you change the Time Period from one finite value to another finite value (e.g. 3 years to 5 years), the file will be retained based on the upload date of the file to Box.
    • If you change the Time Period from indefinite to a finite value, the file will be retained based on the date the Time Period was updated.
  • You cannot transfer a file or folder with a retention policy outside of the enterprise. You also cannot change the folder owner to an external party, or move an individual file to a folder owned by an external user.

Finally, if more than one retention policy is actively applied to a file via folder-based retention, metadata-based retention, or both, then one with the longer expiration date takes precedence.

Creating a Retention Policy

Note

Retention policies are designed to meet regulatory requirements such as FINRA and, when configured properly, enable customers to meet compliance and regulatory requirements. This means once retention is applied to content, it CANNOT be removed or shortened, which means the policy's Time Period and Apply Policy To settings cannot be changed, and folders CANNOT be removed.

  1. Go to Admin Console > Governance.
  2. Click the Retention tab.
  3. Click Create Retention Policy.
  4. Enter the retention policy details. For more information, see the Retention Tab section in Governance Settings.
  5. Click Next.
  6. In the Apply Policy To setting:
      • If you selected Content within specific folders, click Select Folders, and then select one or more folders.
      • If you selected Content with specific metadata, click Select Metadata, and then select one or more metadata items.
  7. Click Next.
  8. Review the policy details.
  9. In the Retention Policy Warning dialog box, click any necessary confirmation check boxes, and then click Start Policy.

Note

When a folder-specific retention policy is created, the retention policy will be applied to any individual files from within the specified folder that are already in the trash. The retention policy will not be applied to any subfolders from within the specified folder that are already in the trash.

 

Editing a Retention Policy

Note

Retention policies are designed to meet regulatory requirements such as FINRA and, when configured properly, enable customers to meet compliance and regulatory requirements. This means once retention is applied to content, it CANNOT be removed or shortened, which means the policy's Time Period and Apply Policy To settings cannot be changed, and folders CANNOT be removed.

  1. To edit a retention policy, open the Admin Console.
  2. In the lefthand navigation, click Governance.
  3. Within the Retention tab, locate the policy you want to edit, and click on it. The policy details screen displays.
  4. Next to the Retention Policy Details section, click Edit.

    Using Retention Policies - edit policy details.png

  5. Making the changes you want, then click Save.

Note To verify that your retention policy is in fact applied, in your admin console click Reports > Create Report and then navigate to User Activity > Policies > Retention Policy Applied.

 

Adding Folders to a Retention Policy

Because retention policies are designed to meet regulatory requirements such as FINRA, their configuration cannot be changed once the polices are enabled. The exception is that folders can be added to retention policies. This enables customers who onboard their business users to Box in phases to add those business units to existing retention policies, rather than having to create separate policies with identical configuration.

  1. In the Admin Console, go to Governance > Retention.
  2. Click the name of a retention policy to view its details.
  3. In the Applied To section, click View.
  4. Click Add Folders (button_Add_Folders.png).
  5. Search for and select one or more folders.
  6. Click Choose.
  7. Review the folders that you added. Once you save your changes to the policy, the added folders cannot be removed. (Existing folders have a lock icon (icon-lock.png) next to them and cannot be removed at all. Added folders can be removed before you save your changes. To do so, hover over the folder you want to remove and click Remove.)
  8. Click Save.
  9. In the Retention Policy Warning dialog box, click any necessary confirmation check boxes, and then click Start Policy.


Retiring a Retention Policy

Retiring a retention policy means that any content already under that retention policy will continue to adhere to that policy, but any new content will not be subject to the policy.
  1. To retire a retention policy, open the Admin Console.
  2. In the lefthand navigation, click Governance.
  3. Within the Retention tab, navigate to the desired policy and click Retire Policy.

Note Retiring a policy is permanent. You cannot undo it.

 

Retention Policy Reporting

As an Admin, you can generate a report on the creation, editing, and retiring of a policy (administrative actions). You can also report on the application of policies to files and the deletion of files as part of an end-of-policy Disposition Action.

 

Find out how to run a retention policy report in the Admin Console.

 

How Retention Interacts with Trash

Users can delete retained files by sending them to the Trash. However, they cannot purge files from Trash until the files' retention period has ended. Before that time, they can also restore files from Trash to their original location. If the original location has been deleted, they can choose a new folder in which to place the files after they have restored them.
Additionally, below is the prioritization for content deletion (from highest precedence to lowest).
  • Legal Hold
  • Trash (if set to either Nobody or Never Delete)
  • Retention Policy (with Disposition Action = Permanently Delete Content)
  • Trash (any other setting)

Example: If Trash is purged every 30 days, but a file is to be retained for 6 years, the file will not be purged from the user’s Trash until the retention period has ended -- in this case, for 6 years.

In addition, if Trash is set to Nobody (No user or policy can delete content), retention policy with disposition action set to Permanently delete content will not permanently delete content that has reached the end of the retention period.

File Disposition Upon Retention Expiration

When retention policies require file deletion when the retention period ends, files affected by the policy may take up to 24-48 hours to be deleted. This is because the process to identify such files that should be deleted runs once per day, at midnight, and then may take up to 12-24 hours to complete deleting all affected files, depending on the volume.

 

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