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Druva Documentation

How to configure data retention for Cloud Apps

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Overview

The backup retention policy defines the duration when inSync retains the backup data in storage. To ensure that backup data is available for restore, you must define a retention policy for your inSync setup. After every backup, inSync saves a snapshot of the backup data to a storage. A snapshot is a point in time image of backup folders. It represents the state of the backup folders at the time of backup. The number of snapshots retained in storage depends on the number of backups completed and the retention policy.
 

Configure data retention for Cloud Apps

To define the backup retention policy for Cloud Apps such as OneDrive, Google Drive, Gmail, and Exchange Online backups:-

  • On the inSync Management Console menu bar, click Profiles.

  • Click the profile name for which you want to define a backup retention policy.

  • Click on Edit on the top right corner > SaaS Apps > Backup Schedule & Retention

  • Under the Data Retention for Files / Data Retention for Emails section, provide the appropriate information for each field.

Here we have different Data retention options for Files and emails.

Backup Schedule & Retention: Data Retention for Files

This setting applies to OneDrive and Google Drive backups.

Field

Action

Retain All Snapshots For

Type the number of days that you want to retain all the backups.

Example: If you type 7, inSync will automatically retain all snapshots for 7 days.

Minimum value = 1, Maximum value = 1000

Retain weekly Snapshots For

Type the number of weeks that you want to retain all the weekly backups.

Example: If you type 5, inSync will automatically retain all the weekly snapshots for 5 weeks.

Minimum value = 1, Maximum value = 100

Retain Monthly Snapshots For

Type the number of months that you want to retain all the monthly backups.

Example: If you type 3, inSync will automatically retain all the monthly snapshots for 3 months.

Minimum value = 1, Maximum value = 360

 

Schedule & Retention: Data Retention for Emails

This setting applies to Gmail and Exchange Online backups.

Apply files data retention settings for emails

Select this option if you wish to apply the files' data retention settings for Microsoft 365 

 

Exchange Online and Gmail snapshots.

inSync retains the email backed-up snapshots within the storage as per the configured daily, weekly, and monthly retention period settings for files.

 

For example, if you specify that you want to retain all backups for 5 days and inSync completed the backup operation on January 6, 2019. inSync retains the email backed-up snapshots till January 11, 2019.

Delete emails older than

Important :

  • If you have selected this option, then the Retention Period assigned to the files is not applicable for Microsoft 365 Exchange Online and Gmail snapshots.

  •  Delete Emails older than option is applicable for Microsoft 365 Exchange Online and Gmail only.

Select and type the number of months up to which you want inSync to retain all backed up emails within Exchange Online and Gmail snapshots.

For example, if you type 6, inSync will retain all emails across all snapshots whose sent or received timestamp is less than 6 months old.

By default, inSync retains emails for 84 months. 

Emails are retained based on the email’s event date and timestamp. The maximum retention period that you can specify is 360 months and the minimum is 1 month. Type zero (0) for unlimited retention of emails.

Minimum value = 0, Maximum value = 360


 

  • Click Save.

Note:  

Data retention settings for files and emails do not apply in the following scenarios:

  • If the users associated with the Cloud Apps profile are put on Legal Hold.

  • If the retention settings for Files for the Cloud Apps profile has unlimited retention settings for daily, weekly, and monthly frequencies. i.e. The Retention Settings for Files for the Cloud Apps profile is set to Zero.