Data Retention
DocAI Fabric automatically cleans up data that is no longer needed. This page explains what gets deleted, when, and how to control it.
There are two independent retention mechanisms:
| What is cleaned up | Trigger | Who configures it |
|---|---|---|
| Transaction data | Age of each transaction | Project owner (per project) |
| Inactive tenants | Inactivity across the whole account | Platform automatically, with advance warnings |
Transaction Data Retention
What gets deleted
Old transactions, including their uploaded files, extracted data, and processing results, are automatically deleted from the Production dataset once they exceed the configured retention period.
The following datasets are never affected:
- Playground: used for iterative testing; transactions here are kept indefinitely
- Evaluation datasets: kept for benchmarking and quality tracking
- Training (Memory) datasets: kept for few-shot learning examples
Default retention period
The default retention period is 60 days. Transactions older than 60 days in the Production dataset are deleted automatically unless you configure a different value for your project.
Configuring retention per project
Each project can have its own retention period. You configure this in the Workflow Designer:
- Open a project and go to the Workflow tab
- Click the Workflow Settings button (sliders icon) in the top-right toolbar
- Under Data Retention, enter a retention period in days
- Click Save
| Value | Effect |
|---|---|
| Blank (empty) | Use the system default (60 days) |
0 | Disable automatic deletion (transactions are kept indefinitely) |
1 to 180 | Delete transactions older than this many days |
The maximum value is 180 days. The change takes effect on the next daily scan without requiring a workflow republish.
Retention applies exclusively to the Production dataset. Your Playground transactions are always preserved, no matter what retention period is set.
Deleted transactions cannot be recovered. If you need to keep specific transactions longer, export them before the retention period expires.
Account (Tenant) Retention
What gets deleted
If your DocAI Fabric account shows no activity for an extended period, the platform will automatically delete the entire account and all its data. This protects platform resources and your data from being retained unnecessarily after a project ends.
Inactivity is measured as the time since any of the following:
- A user in your account last logged in
- A transaction was last created in any project
Warning emails
Before any deletion happens, your account's administrator(s) receive a sequence of warning emails at:
- 15 days before deletion
- 7 days before deletion
- 1 day before deletion
All three warnings are always sent before any deletion is executed. If you receive a warning email, simply log in or process a document to reset the inactivity timer; warnings are automatically cleared when activity is detected.
Once an account is deleted, all tenants, projects, transactions, settings, and uploaded documents are permanently removed and cannot be restored. Make sure your admins have a valid email address on file.
Default inactivity window
Accounts are deleted after 60 days of inactivity by default.
Staying active
Any of the following resets the inactivity timer:
- Any user in your account logging in
- Creating or processing a transaction in any project
There is no need to do anything else; normal platform use keeps your account active.
What to do if you receive a warning email
- Log in to your DocAI Fabric account at app.docaifabric.com
- Your activity is registered immediately and the warning sequence resets
- You will receive a confirmation in subsequent automated checks that the warnings have been cleared
If your project is genuinely winding down and you want to export your data before the account is deleted, see the Export section in the project settings or contact support.
Summary
| Scenario | What happens |
|---|---|
| Transaction in Production is older than the retention period | Automatically deleted on the next daily scan |
| Transaction in Playground | Never deleted by retention |
| Account has no logins or transactions for 60 days | Warning emails sent at 15 / 7 / 1 days before deletion |
| Admin logs in after receiving a warning | Inactivity timer resets, warnings cleared |
| All 3 warnings sent and account still inactive past 60 days | Account and all data permanently deleted |