Retention Policies

The "Retention policies" job can be used to delete different types of calls to meet regulatory compliance or to keep storage costs down.

By using the filters inside the job, you can configure multiple retention policies to meet your business needs. Some real-life use cases when you can use the "Retention Policies" job:

• To specify one group of users that will have a retention period 30 days, while other groups will have a retention period 60 days.
• To perform a one-time deletion of the recordings over certian amount of time.
• To delete the recordings that have sensitive information (for example, the transciption in the call recording includes the credit card information and this recording should be deleted).
• To delete all outcoming call recordings.
• To delete all recordings that last less than 10 seconds, etc.

Create the job

Navigate to Administration -> Storage -> Retention Policies and click Add to create a new job.

Fill out the required configuration parameters:

• Name - give the job a distinctive name.
• Access scope - specifiy what tenants are affected by this job. This setting is visible only for a multi-tenant environment.
• Delete data - specify what type of data will be deleted.
• Test only - use this option for testing purposes. If selected, the job will be simulated by writing a log file to a test drive.

Criteria for deleting call recordings

Inside the job settings you can specify the filtering criteria, for example, delete the recordings that are older than 180 days, limit to a particular group of users, etc.

Job advanced settings

Please also check the following advanced settings for the job:

• Log file - select this check box to write a detailed log for diagnostic purposes.
• Keep job history - specify the number of days to keep the the successful job history. Default value: 60.
• Timezone - allows you to change the timezone of a scheduled job. Timezone affects the scheduler, date/time attribute in Filtering Criteria, and Filename Format. Leave this attribute empty to use a system default timezone.
• Execution time limit - a job will be aborted if it executes longer than the specified time limit (in minutes). Leave this attribute empty to use a default value. Default value: <not defined>.
• Keep alive timeout - specify a timeout (in minutes) to terminate the job. Leave this attribute empty to use a default value. Default value: 15.
• Email notification on completion - activates the notification by email about successful job execution. You can trigger the email notification either every time the job completes successfully or for the first of any consecutive completion message.
• Email notification on failure - activates the notification by email about failed job execution. You can trigger the email notification either every time the job failes or for the first of any consecutive failure message.
• Email notification address - specify the email address for notifications. Use a comma to separate multiple email addresses.

Info

Note, it is necessary to configure "Web portal URL" under Administration -> System -> Advanced Settings, otherwise the URL links to job details in the email will be invalid. Also, make sure the email integration is enabled under Administration > System > Email Integration.

Schedule

The job may be started manually or automatically by schedule. The schedule may be configured to run the job every hour/day/week/month. Also, you can set up a custom interval by selecting the Custom (crontab) option.

Please check some examples, on configuring a custom interval:

• Run the job every 5 minutes.

• Run the job on 5-th minute of every hour (i.e. 00:05; 01:05; 02:05 and so on).

• Run the job on 15-th and 45-th minute of every hour (i.e. 00:15; 00:45; 01:15, 01:45 and so on).

• Run the job every hour, on the hour, from 8 AM through 5 PM.