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) |
| Accounts without a license | The account's license (trial or paid) expired and was not renewed | 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
When an account is deleted
Every account holds a license: a free trial when it is created, or a paid license. While the license is active, the account is never deleted, however much or little it is used.
When the license expires and is not renewed, new documents can no longer be processed, but the account and all its data stay: users can still sign in, review results and export them. The account and all its data are deleted 120 days after the license expired.
Using the account after the license expired (signing in, looking at results) does not extend these 120 days. Renewing the license does.
Keeping your account
Renew the license, or ask us to extend it: contact sales@docaifabric.com. The renewal reaches your account automatically within a few hours, or at once when an administrator selects Sync now on the License page. From that moment the deletion is cancelled and no further warnings are sent.
Warning emails
Before any deletion happens, your account's administrators receive a sequence of warning emails:
- 30 days before deletion
- 7 days before deletion
- 1 day before deletion
Each warning names the deletion date. The date is never sooner than 30 days after the first warning reaches your administrators, so an account whose license expired long ago still gets the full 30 days. No account is deleted until the final warning has been delivered, and on the day of deletion the platform checks the license once more: an account renewed at the last minute is kept.
These come after the license emails your administrators already receive before the license expires (21, 14, 7, 3, 2 and 1 days before, and on the day it expires; that last one names the deletion date). Until the license is renewed, the deletion date is also shown on the License page and, for the people who can renew it, at the top of every page.
The administrators are the users who hold the Manage tenant permission for the whole account, directly or through a group.
Once an account is deleted, all its projects, transactions, settings, and uploaded documents are permanently removed and cannot be restored. Make sure your admins have a valid email address on file, and export anything you want to keep before the deletion date.
Deleting your account sooner
An administrator can ask support@docaifabric.com to delete the account and all its data at any time; we delete it promptly.
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 |
| License active (trial or paid) | The account is never deleted, whether it is used or not |
| License expired 90 days ago and not renewed | First warning email: deletion in 30 days |
| License renewed before the deletion date | Deletion cancelled, warnings stop |
| License expired 120 days ago, all 3 warnings sent | Account and all data permanently deleted |
| Administrator asks for deletion | Account deleted promptly |