Data retention policy

TrakIT deletes old data automatically, to keep the database small and fast. The Data Retention Policy page shows, for each kind of data, how many months TrakIT keeps it and when the deletion last ran.

To open it, select Admin > SysAdmin Pages > Data Retention Policy. Only system administrators can open it. The page is for reading only: to change a period, email TrakIT Support, as the note at the bottom of the page says.

The retention table

Column	Shows
Section / Table	The kind of data, with a short description.
Range	The shortest and longest periods allowed, in months.
Current Setting	How many months the data is kept.
Last Run	How long ago the deletion last ran without error.

What is deleted, and when

Every Sunday at 03:12 UTC, TrakIT’s weekly background tasks go through the table. For each row, they delete the data that is older than the row’s Current Setting:

Row	Deletes
Advanced Reports	Subscriptions of advanced reports that have not generated a report in that time.
Broadcast Messages	Broadcast messages, counted from when they were sent.
Email Inbox	Emails TrakIT received, counted from when they arrived.
Email Outbox	Emails TrakIT sent, counted from when they were sent.
Geofence Log	Entries of the geofence log.
Home Documents	Documents in Home > Documents, counted from when they were added.
Home News	News articles, counted from when they were posted. Pinned articles are kept.
Interface Log	Entries of the interface log.
Internal User Chat	Chat messages between users.
Location Data - Assets	The GPS positions recorded for assets.
Location Data - Users	The GPS positions recorded for users.
Message Outbox	Text messages sent, for example by SMS or WhatsApp.
Quotations	Nothing at present: TrakIT does not delete quotation documents yet.
Report History	The files kept on the history of workflow, advanced and query reports. See History tab.
User Action Log	Entries of the User Action Log.
Work Orders	Whole jobs: each job that has a work order created longer ago than the setting is deleted with all its work orders, their events and data, documents, KPIs, audit logs, items and yard moves, and the job’s documents, document checklist, comments, finance audit log, accounts, invoices and financial documents. Whatever the setting, TrakIT never deletes jobs this way under 36 months.
Workflow Reports	Customer and user subscriptions of workflow reports that have not generated a report in that time.

If a deletion fails, TrakIT emails TrakIT Support, and that row’s Last Run does not change.

Who can use this page

Only system administrators can open this page. It checks that you are one, rather than a permission in your roles: other users who open it see Authorization Failed. Only TrakIT Support can change a period.