Support Data Retention Practice
This is a start at a Data Retention Practice under for the Support data systems.
Status is work-in-practice. Generally, this traces back to SM4.4 Data retention and SP4.4 and should be refered to from there (when useful). This page is responsibility of Support's team leader but the team should comment, add the additional types and periods.
Periods for Data Retention
Type of Data
Delete after
Purge after
Notes
Sent Mail
1
6
mailbox only? where not in special categories below (Arbitration-related)
Triage -> SE
1
6
useful for tracing lost cases
(all) -> disputes channel
3
24
x-team, so important for resolving whether disputes were correctly handled
Arbitrator -> Support
6
24
requests for SE action, part of a case
Junk
1
1
Trash mailbox
one week
1
mailbox only
Abuse
6
12
Incoming Email
3
24
Payments Received
1
6
no action required, treasurer is primary recipient
3
12
people frequently try then drop it for months, only to come back when they need it
Returns
1
6
Sympa mails
one week
1
mailbox only?
Test System
1
1
this is not really needed by us, just the Test Team
The Bat
1
3
of little use
Notes:
- most of the categories and times are from Werner's suggestions, 20091205. Ulrich suggested the difference between (local) delete and (absolute) purge from archives.
- all lengths are in months, except where indicated
- once we get to some sort of completion of the picture, we might seek to move some periods up or down so as to establish simpler numbers.
Due to the importance that SP places on Arbitrator control of cases and data, this Data Retention Practice should be run by the Arbitrators before being declared by stl as working practice.
- a related project is to deal with the Mailbox, and cleaning that out might be seen as a test run of this Practice.
- how does OTRS handle this? How is the VM backed up?
Werner's suggestions
Sent could be purged to one month, the rest archived. Junk could be purged to one month and then deleted. Trash could be purged to one week and then deleted. Abuse is not too big. Let it alone or purge it to one year, the rest archived. Archives/2007 and 2008 can be moved away and archived. Archives/2009 could be purged to three months, then archived. Archives/ImportOld can be removed, it is empty. Payments received is not too big. Let it alone or purge it to three months, the rest archived. RequestedPassphrase could be purged to three months, the rest archived. Returns could be purged to three months and then deleted. SYMPA doesn't show the information who subscribed or did another action, so it is of little value. Therefore could be purged after one week and then deleted. What is "TestSystem"? I see just some secret question and answers with kind of junk. But it is small. The Bat could be purged to one month and then deleted.