Data Governance
Shows the lifecycle of this Tenant's data in one place: how long it is kept, what is on legal hold, what has been requested for deletion, and what has been deleted.
For: Tenant administrator, Auditor
What's on this screen
- Four figures at the top: retention periods, records purged (with files under it), legal holds in force (with how many were ever set) and purge requests.
- If the Tenant is on legal hold, a warning under them saying so.
- Retention periods in effect: the Regulatory retention period and the Tenant retention period, in days.
- Deleted: purged records and files, with who deleted them and when (the newest 50 rows).
- Legal holds: all active and lifted holds, with the reason and who placed and lifted them.
- Purge requests: the status of each request and the result of the three checks.
Keep in mind Periods are resolved along the Tenant → Account → Platform chain, and the card shows where the value comes from. The Regulatory retention period is a floor: the longest period in the chain applies, and a lower scope can't shorten it. The Tenant retention period comes from the nearest record: this Tenant's first, otherwise the Account's, otherwise the Platform's. If no scope stores the key, the period counts as 0 days and delays no deletion.
What you can do
- To put the Tenant on legal hold, fill in the Reason field and press Place legal hold on tenant. The reason is required.
- Lift an active hold with Lift legal hold. The record isn't deleted; it stays as lifted.
- On a pending purge request, press Run checks. The request is either approved or blocked, and the reason for the block is shown. This step deletes nothing.
Keep in mind Lifting a legal hold doesn't ask for confirmation. It deletes nothing, but it removes the block that stops deletion; from that moment on, the retention periods decide.
What it means
The order is: Legal Hold > Regulatory Retention > Tenant Retention > Purge Request. While an active hold exists, no record in this Tenant can be deleted, even if the periods have run out or a request has been approved.
| Request status | Meaning |
|---|---|
| requested / checking | The checks haven't finished yet. |
| blocked | One of the checks didn't allow the deletion; the reason is shown on the row. |
| approved | The checks passed; the record may be deleted later. |
| primary record deleted / backup awaiting deletion | The main record was deleted; the backup deletion date is tracked, but nothing closes the request by itself. |
| completed / failed | The request has ended. |
Check results are shown in three words: passed, blocking, not run. You can't open a request from this screen (a request requires selecting a single record) and you can't carry out an approved request; the product also doesn't keep a per-record count of "to be deleted tomorrow".
Tip Seeing it only needs config.read in this Tenant. Placing and lifting a legal hold need scope.purge; running the checks needs record.purge. Purge keys aren't inherited from above; they must be given in the Tenant itself.