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FocusVision Knowledge Base

Data Retention: How Long Files Are Kept

Overview

To keep up with the abundance of data that is generated on the servers, certain files can be erased or archived after a certain amount of time and inactivity.

For example, depending on the server, surveys that are inactive (no respondent or client interaction) for 9 months may be archived with the following information:

  • Respondent data for those who finished the survey
  • Page load time data
  • Extra variables captured
  • Configuration files related to reports, charts, etc..
  • Audit logs

Shared Environment Data Retention Policy

The following table details how long project-related data is preserved within the shared environment. All times listed indicate the amount of time between the action and the last respondent finishing the survey:

Time Action
3 weeks
  • Partial data is erased completely and not backed up
  • Quota debug logs are removed (e.g., quota.log, quota.xls.log, etc.)
  • "Come back later" /autosave="1" data is removed
1 month
  • Backup data created from edits is removed (e.g., edit-results, transform, etc.)
  • Backups made of result files are removed (e.g., changing survey layout)
  • Copies of data directories made with copy-survey -d/-m are archived*
45 days
  • Temporary directories (i.e. start with temp) are archived
    (run touch keep in the directory to prevent this)**
  • Static mp4 files are removed
6 months
  • Inactive users are disabled
  • Files uploaded by / for clients are removed
  • Normal video files are removed

Note: The counter for normal video files begins after they are last viewed. Watermarked videos are removed when a survey is closed.

9 months
  • Untouched directories are archived*** [This functionality has been temporarily disabled]
12 months
  • Version control data is removed
  • Zip files are removed

* Copies of data directories are permanently erased 12 months after the archival point.

** Temporary directories are permanently erased 12 months after the archival point.  

*** Untouched directories are permanently erased 12 months after the archival point. [This functionality has been temporarily disabled]

Private Cloud Server Data Retention Policy

  Requires Decipher Cloud

The following table details how long project-related data is preserved within cloud servers. All times listed indicate the amount of time between the action and the last respondent finishing the survey:

Time Action
3 weeks
  • Partial data is erased completely and not backed up
  • Quota debug logs are removed (e.g., quota.log, quota.xls.log, etc.)
  • "Come back later" /autosave="1" data is removed
1 month
  • Backup data created from edits is removed (e.g., edit-results, transform, etc.)
  • Backups made of result files are removed (e.g., changing survey layout)
  • Copies of data directories made with copy-survey -d/-m are archived*
  • Abandoned surveys (projects deleted from the portal) are archived
45 days
  • Temporary directories (i.e., start with temp*) are archived (run touch keep in the directory to prevent this)**
  • Generated Video Analyzer mp4 files are removed
3 months
  • Mail directories without any recent sends are archived
  • Accounts for shared users who have not logged in are disabled
6 months
  • Inactive users are disabled
  • Normal video files are removed

Note: The counter for normal video files begins after they are last viewed. Watermarked videos are removed when a survey is closed.

12 months
  • Version control data is removed

* Copies of data directories are permanently erased 12 months after the archival point.

** Temporary directories are permanently erased 12 months after the archival point.  

 

For information on how to manage archived data, please click here.

Cloud Server Customization

If desired, users can request changes to the archival policy for their individual cloud server(s). To adjust project archiving on your server, contact your FV representative.

Project Archival

The following variables can be set to override the default number of days required before project archival:

Variable

Default (in days)

Description

userRetentionDays 180 (6 months) When inactive user accounts are disabled

retention.survey.data_mode_only

1

When data-only projects (copy-survey -d) are archived

Such backups are created before clearing data or doing data merges and cannot normally be accessed without staff intervention.

retention.survey.abandoned

21 (3 weeks)

When projects that have been deleted via the portal (using the “abandon survey” action) are archived

retention.survey.temp_directories

30

When directories starting with 'temp', 'tmp', or 'sst' are archived

These are created during the “live edit” process or manually from the shell.

retention.survey.main

270 (9 months)

When the main project directory is archived

The amount of days is counted since the last report/download or respondent, and survey states (Dev/Testing/Live) are not taken into account when archiving.

Project Deletion

The following variables can be set to determine when archived projects are deleted:

Variable

Default (in days)

Description

retention.survey.archived

Not on

When any archived projects are permanently deleted

Once deleted, unarchive cannot be done.

Field Statistics & Platform Data

The following variables can be set to determine when respondent field statistics and internal crosstabs/portal information is deleted:

Variable

Default (in days)

Description

retention.audit.respondent

1095 (3 years)

When respondent audit information is removed

Without this data, the “Field Statistics” application cannot be used.

retention.audit.performance

180 (6 months)

When information about portal and crosstabs performance is removed

This affects an internal performance profiling application only.