CORE MODULE

Configuring Data Retention and Archival Rules

Learn how to configure data retention and archival rules in CX Platform so records are stored, retained and managed in line with organisational and compliance requirements.

Platform Data Retention Policy

Send Settings

  • In the Send Edit Settings tab,  Security / Data Retention settings, administrators set the default retention and purge policy for all data.​
Screenshot showing where the archive purge data function

How it works

  • When enabled, after the set retention period, user access to documents is removed and those records are archived.
  • Attachments linked to the document will also be deleted.
  • All fields marked for purge/archive will be wiped from the database after the retention window.

Purge Duration

  • Set the standard retention window (e.g., purge after 2 days) for all applications unless overridden per application.
Screenshot showing how to set the retention window

Field-Level Archival in Applications

Custom Field Control

  • Within each application/template, you can select which specific fields should be included in the purge/archive policy.
Screenshot showing where to edit application archive fields

Flexible Compliance

  • This means that, while the platform enforces the main retention period, you can protect or exempt certain data fields from deletion or specifically target sensitive data for purging.

Configuration Display

  • The settings will show which fields are set to be purged/archived and which will be retained.​

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Best Practices

  • Align both global and application-level policies with your organisation's data and privacy standards.
  • Use platform-level rules for broad compliance, and field-level rules for fine-tuned control of PII, sensitive, or business-critical data.
  • Review field configurations when creating or updating applications to confirm correct archival behaviour.

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