Configuring data retention
Data retention in Pay Suite archives and deletes data after a set period, ensuring compliance and reducing storage costs.
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The management of the data retention is performed under Workbench > Data Management >Data Retention. Only users with Compliance professional role are able to manage the data retention settings. For more information about the professional roles please, see Managing professional roles and Pay Suite roles.
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Data exceeding the retention period is unrecoverable; make sure you back-up critical information beforehand.
Global and local data retention rules
In Pay Suite application you may set global data retention rules. This will ensure that the system will hard-delete users on the last Saturday of the month at which the data retention period expires.
To add retention rules, proceed as follows:
Tick the Enable global data retention box. Now you are able to add the local rules.
Set the time during which the data retention rules will apply in Years and Months fields.
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Click +Add local rule. A pop-up window will appear.
Select the location form the drop-down list
Fill in the Years and Months fields to set the Data retention period.
Click Add rule to finish the creation process.
Repeat the process to add as many rules as you need.
Notifications
If you want to inform workers about upcoming data retention events, you may set automatic notification to be distributed in your organization. To enable this option, proceed as follows:
Tick the Send a notification about upcoming deletion events box. Now you are able to define distribution settings.
Define how many days before the hard deletion the notification will be sent by entering the number in the first field. You may choose between 2 and 10 days.
Set the time the notification will be sent to the workers. You may choose only full hours.
Appearance
In this section you may see how the data will be displayed in the user interface when someone is anonymized or removed from the system, as presented on the following illustration:
The data retention table