Set the Retention Policy for Your Organization
Content older than the retention policy or content exceeding storage quotas is subject to deletion. This is important because when you keep information around a long time, you increase the chances of confidential information being accessible.
We recommend that you work with your legal counsel to determine the most appropriate retention period for your organization.
Sign in to your organization in Control Hub at https://admin.webex.com, and go to Organization Settings, and scroll to Retention.
Choose how long you want to keep Webex messages, whiteboards, and shared files.
Choose how long you want to keep Webex Meetings recordings, transcripts, highlights, and information related to completed meetings.
- Does the retention policy apply to the entire org?
Yes. Once it is set for Space Messaging, it applies to all spaces created by users of the org, messages sent and content shared in those spaces. Similarly, once it is set for meetings, it applies to all Meetings sites' recordings, transcripts, highlights, and information related to completed meetings.
- What if a customer doesn’t explicitly set the retention policy?
The default retention policy is indefinite.
- What happens to the Space messages when they are deleted by end users?
Messages deleted by the end users are soft deletes. Even if a message is deleted by an end user, it exists in the system and is accessible by the compliance officer. It is permanently removed only after the retention period.
- What happens to the Meetings recordings when they are deleted by end users?
Recordings deleted by the end users are soft deletes. Even if deleted by an end user, it exists in the system and is accessible by the compliance officer. It is permanently removed only after the retention period.
- What type of content is purged?
For Spaces, all messages, attachments, whiteboard content, and events are purged.
For Meetings, all recordings, transcripts, highlights, and information related to completed meetings (meeting title, attendee list, start and end time, etc.) are purged.
Webex data is permanently purged from the production system and is not recoverable once purged as per customer’s retention policy.
- Does the retention policy purge the user content when a user is on Legal Hold?
No, the retention policy does not apply to the user content when a user is put on legal hold by a compliance officer. The user's content is preserved until the user is released from the legal hold.
Users will not know when they are on legal hold and also won’t see content outside retention period, even if the user content is put on hold by compliance officer.
For more information on legal hold, see Manage Compliance Data for Legal Hold.
- How granular can the retention be for Webex Space content? What’s the minimum and maximum?
Retention is set in increments of 1 day. The minimum is 1 day and the maximum is indefinite. Keep in mind that short retention periods can negatively impact the user experience.
If your organization has a retention period, we purge all user-generated content that your organization owns in accordance with the retention policy. Purged content is not recoverable.
- How granular can the retention be for Webex Meetings content? What’s the minimum and maximum?
For Webex Meetings, retention is set in increments of 1 day. The minimum is 7 days and maximum is indefinite.
- How often does the purging service run?
The purging service runs constantly to identify if there is any data to be purged according to the retention policy.
- How can I check a Space's retention policy?
Open the space you would like to check, click on the "Space Information" gear icon next to the space name, and then select View space policy.
- I have already enabled the recordings auto-deletion policy in Cisco Webex Site Administration for my meeting site, how is this new Control Hub organization setting different?
If your organization has one meeting site, your retention policy will be migrated from Webex Site Administration to Control Hub organization settings. After migration is complete, you must manage the retention policy in Control Hub and will not be allowed to change the retention policy in Site Admin.
If your organization has multiple meeting sites, you can continue to manage retention policy in Webex Site Administration. If you would like to set Organization level retention policy for all your meeting sites, please contact Cisco support for assistance.
- I enabled the recordings auto-deletion policy for my meetings site in Cisco Webex Site Administration, but now I cannot change it because the setting is disabled. How can I change the recordings auto-deletion policy?
If you are unable to change your Recording Auto-Deletion Policy setting in Site Administration, then your policy setting has moved to Control Hub. Sign in to Control Hub at https://admin.webex.com, and go to Organization Settings, and scroll to Retention to change the retention policy.
- My Webex sites are not linked to Control Hub or managed in Control Hub. Can I use Control Hub to manage retention policy for Meetings?
No. Webex meetings sites that are either managed in Control Hub, or linked to Control Hub, can use Control Hub organization settings to manage organization-wide meetings retention policy. For other Webex meeting sites, you must use Webex Site Administration to manage meeting site retention policy.