software:squirrel:retention_settings []

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===== ⏱️ Retention Settings =====

==== 🔍 Overview ====

The **Retention Settings** feature in [Squirrel](https://www.smikar.com/squirrel/) allows administrators to define how long archived files should be retained in Azure Blob storage before being automatically deleted. This is managed on a per-label basis using Microsoft Information Protection (MIP) Sensitivity Labels, providing granular control over file lifecycle policies based on data classification.

> ⚠️ **Important:**  
> Retention policies directly impact data availability and compliance. Ensure you understand your organization's regulatory and business requirements before configuring retention settings. Consult your **SmiKar representative** if you have questions.

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==== 📋 How Retention Settings Work ====

Retention settings determine the lifespan of archived files in Azure Blob storage. Each Sensitivity Label can have its own retention policy, allowing different types of data to be managed according to specific compliance or business needs.

**Key Concepts:**

- **Label-Based Control**: Retention periods are assigned to specific MIP Sensitivity Labels

- **Global Fallback**: Labels without a custom retention setting inherit the global `ArchivesDeleteAfter` system setting

- **Automatic Deletion**: Once the retention period expires, files are automatically deleted from Azure Blob storage

- **Flexibility**: Mix global defaults, custom periods, and indefinite retention across different labels

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==== 🚀 Accessing Retention Settings ====

The Retention Settings modal can be accessed from the main Squirrel administration interface. Once opened, you'll see:

- **Search Bar**: Filter labels by name or description

- **Settings Table**: View all sensitivity labels and their current retention configurations

- **Inline Editing**: Modify retention policies directly within the table

- **Real-Time Notifications**: Immediate feedback on save operations and errors

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==== ⚙️ Retention Configuration Options ====

For each Sensitivity Label, you can choose from three retention modes:

=== 1. Use Global Default ===

**Database Value:** `null`  
**Display:** "Global Default"

Files with this label follow the global `ArchivesDeleteAfter` system setting.

**When to Use:**
- For standard labels that don't require special handling
- When you want centralized control via system settings
- For the majority of your organization's files

**Example:**  
If `ArchivesDeleteAfter` is set to 365 days, all labels using "Global Default" will delete archived files after 365 days.

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=== 2. Custom Days ===

**Database Value:** Positive integer (e.g., `720`, `1095`, `1825`)  
**Display:** "X days" with human-readable conversion for values over 90 days

Specify an exact number of days to retain archived files for this specific label.

**When to Use:**
- When a label requires a different retention period than the global default
- For compliance requirements specific to certain data types
- To align with regulatory retention mandates (e.g., 7 years for financial records)

**Examples:**
- `365` days = 1 year
- `720` days = ~2 years
- `1825` days = 5 years
- `2555` days = 7 years

> **Note:** The interface automatically displays conversions in years and months for values over 90 days to improve readability.

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=== 3. Never Delete ===

**Database Value:** `-1`  
**Display:** "Never Delete"

Files with this label are retained indefinitely in Azure Blob storage and will never be automatically deleted.

**When to Use:**
- For legally required permanent records
- Compliance-critical documents that must be preserved
- Historical archives of business-critical data
- Files with long-term legal or regulatory hold requirements

**Important Considerations:**
- Files marked "Never Delete" will continue to consume Azure storage indefinitely
- Manual intervention is required if these files ever need to be removed
- Monitor storage costs for labels with this setting

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==== 📝 Editing Retention Settings ====

Follow these steps to modify a retention policy:

=== Step-by-Step Instructions ===

1. **Locate the Label**  
   Use the search bar to find the specific Sensitivity Label, or scroll through the table

2. **Click Edit**  
   Click the **Edit** button in the Actions column for the desired label
   - Only one label can be edited at a time
   - Other Edit buttons will be disabled during editing

3. **Select Retention Mode**  
   Choose from the dropdown menu:
   - **Use Global Default** - Inherit from system settings
   - **Custom Days** - Specify a custom retention period
   - **Never Delete** - Retain indefinitely

4. **Enter Custom Days (if applicable)**  
   If you selected "Custom Days", enter the number of days in the input field
   - Must be a positive whole number
   - Minimum value: 1 day
   - No maximum limit

5. **Save or Cancel**  
   - Click **Save** to apply the changes
   - Click **Cancel** to discard changes
   - A notification will confirm success or display any errors

=== Validation Rules ===

- Retention days must be a valid positive integer
- Empty values when "Custom Days" is selected will trigger an error
- Changes require an authenticated user session

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==== 🔎 Understanding the Interface ====

=== Table Columns ===

| **Column** | **Description** |
|------------|-----------------|
| **Label Name** | The name of the MIP Sensitivity Label |
| **Description** | Optional description of the label's purpose |
| **Retention Days** | Current retention setting (Global Default, X days, or Never Delete) |
| **Actions** | Edit button to modify the retention policy |

=== Visual Indicators ===

- **Global Default**: Displayed with standard styling indicating no custom override
- **Custom Days**: Shows exact day count with year/month conversion for large values
- **Never Delete**: Distinctly styled to highlight indefinite retention
- **Human-Readable Conversion**: Automatically shown for retention periods over 90 days  
  Example: "1825 days (5 years, 0 months)"

=== Search Functionality ===

The search bar filters labels in real-time by:
- Label name (case-insensitive)
- Label description (case-insensitive)

Clear the search by clicking the **×** button or deleting all text.

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==== ✅ Best Practices ====

=== Planning Your Retention Strategy ===

1. **Audit Your Labels**  
   Review all Sensitivity Labels and understand what types of files they protect

2. **Map to Compliance Requirements**  
   Align retention periods with regulatory requirements (GDPR, HIPAA, SOX, etc.)

3. **Balance Storage Costs**  
   Longer retention = higher storage costs. Use "Never Delete" sparingly

4. **Document Your Policies**  
   Maintain a record of why specific retention periods were chosen for each label

5. **Regular Reviews**  
   Periodically review retention settings to ensure they still meet business needs

=== Common Retention Periods ===

- **General Business Records**: 365-730 days (1-2 years)
- **Financial Documents**: 2555 days (7 years) - common regulatory requirement
- **Legal Documents**: 1825-3650 days (5-10 years)
- **Compliance Records**: Often "Never Delete" or 10+ years
- **Temporary/Working Files**: 90-180 days

=== Security Considerations ===

- Only authorized administrators should modify retention settings
- Changes are logged with the user's email address for audit trails
- Test retention policies on non-critical labels first
- Communicate retention policy changes to stakeholders

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==== ⚠️ Important Warnings ====

**Data Loss Risk:**  
Once a file is deleted after its retention period expires, it **cannot be recovered** from Azure Blob storage. Ensure retention periods are set appropriately.

**Compliance Impact:**  
Deleting files too early may violate regulatory requirements. Setting retention periods too long may violate data minimization principles (e.g., GDPR).

**Storage Costs:**  
Files retained in Azure Blob storage incur ongoing costs. Monitor your Azure usage, especially for labels set to "Never Delete".

**Global Setting Override:**  
Label-specific retention settings override the global `ArchivesDeleteAfter` setting. To return to global control, set the label to "Use Global Default".

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==== 🛠️ Troubleshooting ====

=== Common Issues ===

**"Failed to load retention settings"**
- Check your network connection
- Verify you have proper authentication
- Click "Try Again" to retry the fetch operation
- Contact support if the issue persists

**"Failed to save" errors**
- Ensure you entered a valid number for custom days
- Verify you're authenticated (session hasn't expired)
- Check the error message for specific details
- Refresh the page and try again

**"User not authenticated" error**
- Your session may have expired
- Log out and log back in
- Ensure you have proper permissions

**Search returns no results**
- Verify your search term spelling
- Labels are case-insensitive, but check for typos
- Clear search and browse the full list

=== Getting Help ===

If you encounter issues not covered in this guide:
- Contact [support@smikar.com](mailto:support@smikar.com)
- Provide your company name and describe the issue
- Include any error messages displayed

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==== 📚 Related Documentation ====

- **System Settings**: See `ArchivesDeleteAfter` for the global retention default
- **MIP Labels**: Refer to `MIP_ExcludedLabels` to exclude labels from archiving entirely
- **Azure Storage**: Review `Azure_StorageTier` and `AzureArchiveTierAfter` settings

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**Last Updated:** October 2025  
**Version:** 1.0