Data retention policies are crucial for effective data governance, ensuring that organizations manage data responsibly, securely, and in compliance with legal and regulatory requirements.
With custom policies the retention of the different data types can configured granularly. Meetings, meeting related files (e.g. transcripts, uploaded audio), processed documents and their summaries, and audit logs can can have their own retention setting.
By default, we retain your meeting related data and uploaded documents for 2 years. Audit logs however has a shorted default retention period, searchable logs are stored for 7 days and archived logs for 90 days.
Audit logs
Zocks can provide you with two different type of audit logs. The searchable logs which can be accessed via the product and the archived logs with extended retention period which can be requested via our Support Team.
By default, searchable logs have a 7-days retention period, while the archived logs are retained for 90 days.
The custom retention for the searchable logs can be set between 1 and 90 days, while the archived logs' retention can be increased to a maximum of 1 year.
Audit logs can be disabled completely if needed.
To customize your data retention policy, follow these steps:
Click "Setup" in the main navigation
Select "Settings" and click "Data Retention Policies" on the left
To set a custom policy, click "Add Custom Policies"
You’ll have four “Resource type” to choose from:
Select "Meeting" to delete the actual meeting and all the results which were generated before
Select "Document" to delete the files uploaded on Document Intelligence and their summaries as well
Select "File" to remove only the necessary underlying file for the meeting or document processing. When choosing "File," you have four sub-resource types to choose from:
"Attachment" and "Meeting" are legacy types, please don't select them
Select "Transcript" to delete only the transcript of the meeting, it will limit speaker allocation, meeting type change and other functionalities of the past meeting view, but the meetings will be still visible under Past Meeting and the previously generated content (summary, tasks, etc.) will be available
Select "Document" to delete the uploaded files for Document Intelligence but keeping the summary and the history view
Select "Audit logs" to delete audit logs. You have two log type to choose from
Searchable Log
Archived Log
Choose hours, days, or weeks as time units. Once expired, data is automatically removed. In case you selected "Document" as a resource you can choose Zero Data Retention (ZDR) by checking the corresponding checkbox. In this case there will be no history view for your documents and they are deleted once you navigate away from the document viewer screen.
Click "Save" to complete and customize your data retention policy.