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Data retention policies are very powerful tools for automated storage management. Administrators are able to define rules that execute various actions based on customizable filtering criteria. The policies are executed by the Verba Storage Management Service on either Verba Recording servers or Media Repositories.

Policy execution is turned off by default, so it has to be enabled in the server configuration.

Enabling data retention policy execution on servers

In order to run the configured data retention policies, it has to be enabled in the Verba Storage Management Service. Please follow the steps below to enable the feature:

Step 1 - Login to the web interface with System administrator rights.

Step 2 - Navigate to the Administration / Verba Servers menu item and select the Media Repository server (or Single server) from the list.

Step 3 - Click on the Change Configuration Settings tab and find the Storage Management / Data Retention section.

Step 4 - Set the Enabled setting to Yes.

Step 5 - Configure the Schedule setting.

Step 6 - Save the configuration and follow the instructions on the screen to apply the new configuration.

For further information on the configuration settings, check Storage management settings.

Find and list data retention policies

Select Administration / Data Retention Policies menu item. You can use the search form below the title, to filter data retention policies: just select your filter and click Find.

When you click on a policy (or the Add New Data retention policy button to create a new one), the Data Retention Policy Configuration page opens.

Creating a data retention policy

You can create a new data retention policy by clicking on the Add New Data Retention Policy link on the Administration / Data Retention Policies page. After selecting the link, the following page is opened.

The following table describes the policy settings that are common for all types of policies:

Setting

Description

Requirements

Name

The name of the data retention policy.

Required field.
Minimum length: 3
Maximum length: 256
Must be unique in the system.

EnabledIndicates whether the policy is enabled or disabled. Only enabled policies are executed.Required field.
PriorityDefines the execution order of the policies. This should be an integer number. Higher priority policies are processed first if multiple policies apply to the same call.Required field.
Action

Defines the policy action. Some of the configuration options are only available with certain actions. The layout of the configuration page changes based on the selected action.
There are nine different policy actions available:

For more information on each of the actions and their specific configuration options refer to the individual action description pages.

Required field.

Next, you will need to define which calls should the policy apply to by adding filtering criteria.

Adding Data Retention Filtering criteria

You can configure a filter that defines what calls should be included in your data retention policy.

Conversations Older than (not available for upload and phonetic index related policy actions): This filtering option defines the age of the calls. Only calls older than the defined value will be handled for the policy during execution.
Conversations more recent than (only available for phonetic index related actions): This filtering option defines the age of the calls. Only calls more recent than the defined value will be handled for the policy during execution.

Click on the + icon to add a new filtering option. You can add as many as you want. Multiple field filters are used with 'AND' operator.

The rest of the filtering options are based on various metadata or CDR (Call Detail Record) information that is stored in the Verba database for each conversation. The table below contains a list of potentially available filtering options including custom metadata fields.

Field NameDescription
FromFilters based on the number of the caller party in the call.
From InfoFilters based on the number of the called party in the call.
From (digits)Filters based on the number of digits in the phone number of the initiator of the conversation.
From Device IDFilters based on the device ID if the initiator of the conversation.
ToFilters based on the name of the caller party in the call.
To InfoFilters based on the name of the called party in the call.
To (digits)Filters based on the number of digits in the phone number of the target of the conversation.
To Device IDFilters based on the device ID if the target of the conversation.
Both To or FromFilters based on the number of any party participating in the call.
Both To or From InfoFilters based on the name of any party participating in the call.
UserFilters based on the user to whom the call belongs.
ExtensionFilters based on the extension numbers in a call.
Provides a selection list of your configured extensions, otherwise similar to the 'Any party number' field below.
GroupFilters based on the group where a call belongs.
Agent IDFilters based on the Agent ID (if present, obtained from contact center systems as extra metadata)
Start TimeFilters based on the start time of the conversation.
DirectionFilters based on the direction of the call.
Duration IntervalFilters based on length of the call.
Conversation Type

Filters based on the type of the conversation. Available options:

  • Voice
  • Video
  • Instant Messaging
  • Desktop Screen
  • Screen & Application Share (Lync/SfB)
  • Whiteboard (Lync/SfB)
  • Poll / Q&A (Lync/SfB)
  • File Share (Lync/SfB)
OndemandFilters based on whether a call was recorded as on-demand.
Marked for recordingFilters based on whether an on-demand call was marked for recording.
ProtectedFilters based on the protected flag. This flag can be applied to conversations by users on a per conversation basis through the conversation search interface.
LabelFilters based on labels applied to the conversation.
Silence ratioFilters based on the silence ratio in a conversation.
Talkover ratioFilters based on the talkover ratio of the conversation.
Longest SilenceFilters based on the longest silence present in a conversation.
Recording ServerFilters based on the name of the server that recorded the call.
Media file nameFilters based on the name of the stored media file.
Storage targetFilters based on which storage folder a call is currently stored in.
Source PlatformFilters based on which Telephony/Unified Communications system the conversation was recorded in (Cisco,Sfb, Avaya, etc.)
Phone XML listFilters based on a custom user-created metadata field (the name of the field is customizable).
Text1Filters based on a custom user-created metadata field (the name of the field is customizable).
TextArea1Filters based on a custom user-created metadata field (the name of the field is customizable).
PrivateFilters based on the Private flag on a conversation.
Important

Filters based on the Important flag on a conversation.

 

 

If you do not want a Delete policy to delete protected conversations, you have to explicitly add a 'Protected' = 'No' filter.
After filling out the form, press the Save button to save the data retention policy into the database.

Custom Schedules

You can set up a custom schedule for each Data Retention Policy.

Under Period Settings you can configure the frequency, by clicking on the ... button at the end of the line.
The Configuration wizard will appear, here you can set the desired value.
 

If you leave the Custom Schedule option unchecked, then the central settings will take effect.
By setting a custom schedule, you overwrite the central configuration for this policy.

Modifying and deleting data retention policies

To edit a data retention entry, you have to click on the desired row of the list showing registered data retention policies. After clicking on the row, a new page opens automatically. 

To make changes effective, push the Save button. All conditions, which are described in the previous part, have to be met.

You can delete the data retention policy by clicking on the Delete button.