Policies for History Records and Process Instances

When the DRM is installed a nightly scheduled task is set up. This task calls the goss.DataRetentionManager.dailySchedule.processSchedules end point.

That end point checks all of your schedules and deletes any records that meet your retention policies.

As mentioned earlier:

• History records for active workflow process instances (ie matching "labelb" business keys) are never deleted
• Terminated process instances may be deleted, depending on the settings in your schedule
  • An iCM schedule task also exists that will delete terminated process instances. By default this task deletes any instances older than 365 days. The task is entirely separate to the DRM schedules set here
• You can calculate the retention period for a history record based upon created or last updated date
• Retention periods based upon last updated date will use the end date of the relevant process instance if there is one, if not, they will use the last updated date of the history
  • While the terminated process instance for a history record exists, retention policies are always based on the end date of that process instance
• If the process instance has been indexed by the platform's search engine, it will be removed from there when it is deleted

For a detailed look at the functionality see Understanding Data Retention Schedules