Governance

A retention policy finds assets old enough to retire, so you can archive or trash them in one go. To create one, open a project in Assets, choose Governance → Retention Policies in the sidebar, then New policy.

• Policy name: required.
• Description: optional.
• Asset type: All asset types, or one type, such as Images or PDFs.
• Age in days: at least 1. Age counts from when the asset was created.
• Action: Move to archive or Move to trash.

Creating, changing and applying policies needs a role with Manage settings, which the built-in Owner and Admin roles have. Seeing policies and legal holds at all needs Manage settings or the Governance view permission, so of the built-in roles, Owner, Admin and Manager can see them.

Retention policies don't run on a schedule: nothing happens until you review the matches and apply a policy yourself.

1. On Retention Policies, click a policy, or choose Review matches in its ⋯ menu.
2. Check the assets it lists: the oldest 100 that match, oldest first. For an archive policy, assets already archived aren't listed.
3. Choose Apply to, which counts the assets, like Apply to 12 assets. Assets moves them to the archive or the trash and tells you how many moved.

Apply again to review the next batch of 100. Assets under an active legal hold can't move to the trash, and Assets reports how many couldn't be moved. Applying a trash policy also needs a role with Delete an asset.

Archived and trashed assets can be restored from Assets → Archive & Trash; see Archive and trash.

A legal hold preserves assets for a legal or regulatory review. To create one, choose Governance → Legal Holds, then New hold, and enter a Hold name, the Matter reference, the Custodian and the Reason for preservation.

Then open the hold and add assets under Add assets, searching the project's assets by name. Only live assets can be added, not ones already in the trash.

While a hold is active, its assets can't be moved to the trash or deleted permanently, from any screen or the API. An asset can sit in several holds, and it stays protected while any of them is active. Creating and changing holds needs a role with Manage settings.

To end a hold, open it, choose Release hold, type the hold's name and confirm. A released hold no longer protects its assets, unless another active hold also covers them, and it can't be changed or reopened afterwards.

To take one asset out of an active hold, use the remove button beside it and confirm. Each hold's History records when it was created and released, and every asset added or removed.

The list on Legal Holds shows each hold's custodian, status (Active or Released), number of assets and creation date. The figures across the top count Active holds, Protected assets and Released holds.

Two entries in the Governance group of the sidebar open screens covered elsewhere:

• Permissions opens the project's roles, the same screen as Settings → Permissions & Security. See Project settings.
• Identity & Provisioning opens the project's team, the same as Collaboration → Team, with a note on how people get access: synced from your organization or added to the team. See Collaboration.