Company data retention policies screen

Integrations > Data Retention > Data Retention Policies

Restriction: This feature is inactive by default. Ask your Medallia expert to file a Feature activation request with Medallia Support.

Use the Data Retention Policies screen to manage company-wide appropriate data retention policies.

Restriction: Only roles with the Do anything permission can make changes in the Data Retention Policies screen.

To enable data retention policies on your instance, select the checkbox at the top of the screen. This activates the deletion of records according to their status grouping — Complete, Incomplete, and Unsampled — created before the specified time. Retention periods begin once the record is saved into Medallia Experience Cloud.

Warning: When the feature is turned off, records already junked or deleted remain that way, but active deletion jobs are halted.

Changes made on the Data Retention Policies screen generate a notification via Event tickets.

Important: Data is kept in soft-deleted status for seven days and is permanently purged after that period. All reports older than the set time period are no longer available after data retention policies are enabled, including feedback records, dashboards, and health check data. Contact your Medallia expert to retrieve data in soft-deleted status.

Retention policy

The aim of the data retention policy feature is to provide an automated way of deleting records from Experience Cloud after a certain time has elapsed since their creation, providing the means to specify the data retention policies (retention time by record status) appropriate for the company.

Completed Records (Months)
Months that Experience Cloud retains completed records. The baseline value is 36 months.
Invited Records with No Response (Months)
Months that Experience Cloud retains incomplete records. The baseline value is 36 months.
Unsampled records (Months)
Months that Experience Cloud retains surveys that did not pass the sampling criteria. The baseline value is 1 month.

Survey status groups

This groups the different categories to which the statuses belong. For more information, see Survey status (e_status) and Invitation status.

GroupSurvey status value
Completed records1: COMPLETED

23: COMPLETED_NOT_LOADED_BY_SLUG

Invited records0: COMPLETION_PENDING

3: SURVEY_ENGINE_ONLY

6: READY_FOR_BROADCASTER

8: DELIVERED_TO_BROADCASTER

9: RETRY_DELIVERY_LATER

10: DELIVERY_FAILED

11: DELIVERY_BOUNCED

12: DELIVERED

13: DELIVERED_AND_REMINDED

14: DELIVERED_NO_REMINDER

16: EXPIRED

18: INVITATION_RESENT

22: DELIVERED_REMINDER_TO_BROADCASTER

Unsampled records2: READY_FOR_SE

4: EXCLUDED

5: NO_INVITE

7: JUNKED

15: RESET

17: READY_FOR_SE_ONLY

19: RESET_PENDING

24: AUTO_EXCLUDED

25: EXIT_AUTO_EXCLUDED

26: NOT_SAMPLED

27: NO_SURVEY_ENGINE

28: AWAITING_SAMPLING

Pull change log information

Company data retention supports Change Log action by querying:

type:"data_retention_settings"

Screen capture of change log showing company data retention information

Depending on the amount of data, record deletion takes some time. To check the status of the clean up process, see the Data retention status screen.