Manage Data Retention and Permanent Deletion

As a Superuser or IT Administrator, you can control how long deleted data is kept before it is permanently removed from the system.

Go to data retention settings

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  1. Go to Administration > System Settings > Settings - Data Retention.
  2. This opens the data retention settings page.

Direct path: /adminv2/data-retention

Set retention periods

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Set how long soft-deleted data is kept for each area.

  1. Select a retention period from each dropdown list.
  2. Select Save.

Your settings are applied the next time the scheduled deletion process runs.

Recommended retention periods

Data typeRecommended period
ePortfolio90 days
My Files90 days
Learning Moments90 days
Resources (CMS)120 days
Student Submissions365 days

These are general recommendations. Adjust them to match your school’s policies.

Tip: Shorter retention periods reduce storage but increase the risk of permanent data loss.

What happens when you save

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When you save your settings, Schoolbox applies the retention rules the next time the scheduled deletion process runs.

During the scheduled process, Schoolbox:

  • checks for soft-deleted data that has passed its retention period
  • permanently deletes any matching data

Check your retention periods before saving. Permanently deleted data cannot be restored.

Important Notes

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  • Permanently deleted data cannot be restored.
  • Retention periods apply from the time the item is deleted.
  • If no retention period is set, data is not automatically deleted.
  • Shorter retention periods remove deleted data sooner.
  • Files linked to permanently deleted content are also removed later as part of a separate storage cleanup process.