Data-retention policies are about what, where and how long data should be stored. Within Sprinklr, the Global Admin can configure and automate your retention guidelines for handling of owned data for your brand’s social media accounts. When the retention time of a specific set of data has expired, the data gets deleted entirely.

Data where Data Retention Policy is applied

Let's look at the features where Data Policy is applied:

Time Period to Store Data

To Add Policy Guidelines 

1. Click the New Tab icon  and select Data Retention Policies under the Privacy cloud.

2. Click Add Policy Guidelines to add guidelines for the retention policy of your brand's owned data.

3. On the Data Retention Policy - Owned Data window, select the desired Account/Account Groups from the drop-down menu. 

4. In the Retain Data for field, enter time duration in months for which you want to retain data.

5. If you wish, you can retain messages for a lifetime for the selected account(s) & account groups. To retain a message, select the desired property, condition, and a respective value from the Data Property, Condition is and Values drop-down menus, respectively. To add a new property, click Add New Property.

6. To add a different policy to another set of account(s) or account group(s), click Add New Account/Account Group.

7. A summary of the applied policies will appear on the right side of the window. Click Save in the bottom right corner.

To Manage Data Retention Policies

1. Click the New Tab icon  and select Data Retention Policies under the Privacy cloud.

2. Click Edit Policy to edit the data retention policy. All the fields that were filled in upon the creation of the policy can be edited at any time.

3. Click Activate to activate the added data retention policy. After a data retention policy has been activated, you can deactivate it by clicking Deactivate. 
   

4. Hover over More and select Export to export the messages. You will receive an in-platform notification when your export is ready for download.

5. Hover over More and select View Affected Messages to preview the particular message that will be affected due to the data retention policy.

6. On the Messages Preview pane, enter the UMID to check the status of the particular message. The status of the message will be either TO BE RETAINED or TO BE DELETED.

7. Hover over More and select Audit Trail to trace the activities on the Activity pane with respect to the changes in the data retention policy.

8. On the Activity pane, you can see the users who have made any change to the retention policy, the type of change that was made, and the date on which the change was made.

9. After activating the data retention policy you will receive an in-platform approval notification saying Your policy is ready for approval.

10. Click Approve to delete the messages based on your created retention policy. It will also show you the total count of the messages that will get deleted. 

    Note Messages deletion is permanent.

    

11. After the policy is approved, there is a buffer time of 24 hrs before the deletion actually starts. If you wish to, you can abort the deletion by clicking Abort Messages Deletion within the buffer time.