HP Integrated Archive Platform Managing Repositories and Retention Whitepaper

Retention

Retention determines how long an item (message or document) must reside on the IAP before it is

subjected to auto deletion and permanently deleted from the IAP. Retention periods can be applied to

IAP domains and repositories. Items will remain on the IAP until all retention periods have been

exceeded. For example, a message may be associated with a repository that has a retention period

of 3 years while the domain may have retention periods of 1 year. The message will not be deleted

from the IAP until the Repository Retention Period of 3 years has been exceeded.

IAP has two types of retention periods:

• Domain Retention Period

• Sets a minimum Repository Retention Period

• Sets the auto delete period

• Repository Retention Period

• Retains items beyond the Domain Retention Period

Initial Retention Periods

Domain Retention Period – Applies to all repositories in an IAP domain and sets the auto deletion

time. It also sets the minimum retention period for all repositories in the domain. If the Repository

Retention Period is set lower than the Domain Retention Period, the Domain Retention Period overrides

the Repository Retention Period. Setting the Repository Retention Period lower than the Domain

Retention Period has no effect on retention; this is considered an invalid configuration. If the

Repository Retention Period is set longer than the Domain Retention Period, the items are not subjected

to auto deletion until the Repository Retention Period has been exceeded.

The Domain Retention Period should be set to a value greater than 30 days or -1. The absolute

minimum retention period for a domain is 30 days. Simply stated, all items will be retained on the IAP

for a minimum of 30 days. Setting a Domain Retention Period to -1 disables retention, however this

doesn’t inhibit changing the retention period through the PCC Data Management > Retention

user interface. An administrator could modify the domain retention policy through this interface. Once

a retention policy is defined for a domain it can be increased and never decreased below the

DomainRetentionPeriodDays= setting in the Domain.jcml file.

Domain Retention Period

DomainRetentionPeriodDays=365 – Defines the Minimum Retention Period for all

repositories – it sets the auto deletion date. Retention can be enabled and disabled via the

PCC. Setting this to -1 defines the initial retention state as disabled. Retention jobs will start

and abort immediately. Once retention is enabled on the PCC, then the -1 setting in the

Domain.jcml has no effect. The PCC Retention Status Enable / Disable will override the -1

setting in the Domain.jcml -1 setting.

Repository Retention Period

The following Domain.jcml settings are used to define the retention setting for Regulated and

Unregulated repositories.

RegulatedRetentionPeriodDays=1095 – Retention period assigned to repositories

created as type Regulated. Should be set to greater than or equal to the Domain Retention

Period. Defines the minimum retention period for regulated repositories. Setting this value to -

1 one will not disable retention.

UnregulatedRetentionPeriodDays=365 – Default retention period assigned to

repositories imported by the DAS process. Should be set equal to the Domain Retention

Period. Defines the minimum retention period for unregulated repositories. Setting this value

to -1 will not disable retention.