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Druva Documentation

How to delete large amount of Gmail data backed up in inSync Cloud

 

Overview

As inSync administrator, you can define the backup retention period for Gmail backups in the inSync cloud. Once the retention period expires, the email backed-up snapshots within the storage are deleted.

The backup retention period defines the duration for which inSync retains the backed-up data in storage.  inSync backs up the Gmail data at the email level hence the retention period is also specified at the email level. 

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

Emails are retained based on the email’s event date and timestamp. The maximum retention period that you can specify is 250 months and the minimum is 1 month. Type zero (0) for unlimited retention of emails.

Configure data retention for Exchange Online and Gmail

To define the backup retention policy for Cloud Apps:

  1. On the inSync Management Console menu bar, click Profiles.
  2. Click the profile name for which you want to define a backup retention policy.
  3. Click Cloud Apps Schedule & Retention Edit. The Edit Cloud Apps Configuration window appears.
  4. Click Schedule & Retention.
  5. Under the Data Retention for Cloud Apps area provide the appropriate information for each field.
Field Action
Schedule & Retention: Data Retention for Files
Retain daily data backups 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.

Retain weekly data backups 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.

Retain monthly data backups 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.

Schedule & Retention: Data Retention for Emails

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

 

 

 
  • 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 250 months and the minimum is 1 month. Type zero (0) for unlimited retention of emails.

  1. 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.