Data Retention & Archival Policies

This page describes how to configure and manage the Data Retention & Archival policies available under the Data Retention & Archival tab.

Overview

These policies allow you to automatically archive or delete historical data for selected entities. By applying these policies, you can meet compliance requirements, optimize storage usage, and maintain overall system performance.

Supported Entity Types

The AI Command Center supports data retention and archival policies for the following entity types:

• Process Instance – Workflow execution records and their associated data
• RPA Job – Job execution logs and results
• Server Logs – System and application server logs (Delete action only)
• Audit Logs – User and system audit events

Policy Actions

You can apply one of the following actions to each policy:

• Archive – Moves historical data to long-term storage for compliance and reference
• Delete – Permanently removes data from the system (Server Logs support the Delete action only)

Getting Started

Accessing Data Retention & Archival Policies

1. Navigate to Settings.
2. Open the Data Retention & Archival tab.
3. Use the toolbar to add a policy, configure the Archive Database Connection, or refresh the list.

Policy List and Context Menu

Each policy appears as a row in the list and provides a context menu with the following actions:

Options	Description
View	Opens a read-only view with full policy details, including the schedule.
View Log	Displays execution logs for the selected policy.
Edit	Updates retention days, action, schedule, and status.
Delete	Permanently removes the policy.
Enable/Disable	Controls whether the policy runs on its schedule.
Run Now	Executes the policy immediately (available only when enabled).

Create a policy

To create a new policy:

1. Click New Policy on the toolbar.
2. Configure Basic Policy Settings:    - Entity – Select Process Instance, RPA Job, Server Logs, or Audit Logs.    - Retention Days – Specify how long data is retained (minimum 1 day)    - Action – Choose Archive or Delete (Server Logs: Delete only)    - Status – Enable the policy immediately or keep it disabled
3. Click Next to configure the Schedule (see Scheduling options below).
4. Click Add to save the policy.

The system automatically creates the corresponding backend schedule.

Edit or view a policy

Use View or Edit from the policy context menu to review or update a policy.

• You can modify Retention Days, Action, Status, and Schedule.
• You cannot change the entity after creating a policy.

Enable/Disable and Run Now

• Toggle a policy’s status using Enable/Disable to control it.
• Use Run Now to execute an enabled policy immediately without waiting for the next scheduled run.

Archive database connection

For Archive actions, configure the archive database connection from the toolbar.

• Create or edit an archive database connection (PostgreSQL or SQL Server)
• Create the database directly from the dialog, if permitted
• Edit an existing connection or create a new one if none exists

Scheduling options

Daily Schedule

Use this option to run the policy every day.

• Specify one or more execution times (24-hour format, HH:MM)
• Example: 02:00, 14:30, 23:00
• Best practice: Schedule during low-usage hours

Weekly Schedule

Use this option to run the policy on specific weekdays.

• Select one or more days (e.g., Monday, Wednesday) and define execution times
• Best practice: Align with maintenance windows

Monthly Schedule

Use this option to run the policy on specific dates each month.

• Select dates (for example, 1st, 15th, last day)
• Choose applicable months and execution times
• Best practice: Match monthly maintenance cycles

Specific Dates Schedule

Use this option for exact calendar dates.

• Select dates and execution times
• Best practice: Use for compliance-driven deadlines

Recurring Schedule

Use this option for continuous execution.

• Define intervals in days, hours, and/or minutes
• At least one interval is required, e.g., every 2 days, 6 hours, 30 minutes.
• Best practice: Use sparingly to avoid resource contention

Best practices

• Run policies during off-peak hours
• Maintain one policy per entity and review periodically
• Align retention settings with compliance and legal requirements
• Monitor execution logs regularly

Troubleshooting

Common issues

• Policy does not save – Complete all required fields and scheduling options
• Schedule not running – Verify backend schedule creation and scheduler service health
• Entity not available – A policy already exists for that entity (one policy per entity)
• Time mismatch – Verify time format (HH:MM) and system timezone settings

Error messages

• Entity is required – Select an entity.
• Retention days is required – Enter a value (minimum 1).
• Action is required – Select Archive or Delete.
• Schedule is required – Complete the scheduling configuration.
• Please specify at least one time for the daily schedule – Add at least one time.

Policy Management

Enabling/Disabling

• Enable policies by checking the Enabled option in the form or using the context menu action to allow scheduled execution.
• Disable policies to pause execution without losing configuration

Deleting a policy

• Use Delete from the context menu and confirm the action.
• This permanently removes the policy and its schedule and cannot be undone.

Limitations

• One policy per entity type
• You cannot change the entity after policy creation
• Each policy depends on an automatically created backend schedule

Viewing policies

List view columns

The list view displays:

• Entity
• Retention Days
• Action
• Status (Enabled/Disabled)
• Created
• Modified
• Available Actions.

Detailed view

The detailed view shows:

• All policy fields in read-only mode
• Metadata (Created by/at, Modified by/at)
• User profile details on hover

Conclusion

Plan policies carefully, test them in non-production environments, monitor their execution, and review them regularly to ensure compliance and efficient storage usage. For more information, see the FAQ section.