SecuraMax: Managing Storage

Managing the stored data on SecuraMax is an integral part of its operation. Improper storage management can potentially result in unintended loss of videos or longer search times. Also, depending on plan type, unmanaged storage can result in additional overage charges. To manage the storage, file retention periods are used. A retention period is a number of days from when the file is uploaded until when it is deleted.

What factors affect when a file gets deleted from SecuraMax?

1. Default Site Retention: When files are uploaded to SecuraMax, a preset default retention period (in days) is automatically applied. 
2. Tagged Category Retention: Files can be tagged by users with different categories. Categories are created by the administrator and each category has a preset retention period (in days). This is the most commonly used method for setting file retention on video.
3. Case Retention: If the file is added to a case, the case can use the file's original retention or a case retention period can be set for all files on the case (in days).
4. Locking from Deletion: Individual files can be manually locked from deletion by a user. Once locked, the files will be kept indefinitely until manually unlocked. Once unlocked, files will follow their original retention period.
5. Requested File Deletion: Individual files can be manually requested to be deleted. The requests are sent to users with deletion approval permissions. If the request is approved by a user with proper permissions, the file will be removed from the system within 48 hours. This is typically (only) used for accidental recordings or non-evidentiary videos.

When do files get deleted from SecuraMax?

When new files are uploaded to SecuraMax, the upload date is stored in the file metadata. Each day, SecuraMax looks at each of the files that are not locked from deletion, their upload date, and retention periods. If the number of days between the upload date and the current date exceeds the retention period, the file will be deleted.

What happens to files after they are deleted?

After deletion, files are no longer viewable within SecuraMax, and all copies of the file are removed from the system. Although the files themselves are deleted, file metadata is kept and remains searchable. A file deletion record is also added to the metadata for auditing purposes.

Where do I find/adjust the default site retention period?

The default site retention can only be configured by administrative users with the "Manage Site Settings" permissions. Click on the "Admin" menu on the top navigational bar and then select "Site Settings".

On the "Site Settings" page, the first option is the Default Site Retention Period.

If you wish to adjust the setting, change the number of days to the desired number and then press the "Save" button at the bottom of the page.

Where do I view/create/adjust categories and their retention periods?

While Categories can be selected and tagged to files by most user accounts, Categories can only be created or modified by administrative users with the "Manage Categories" permissions. Click on the "Admin" menu on the top navigational bar and then select "Lookups".

On the "Lookups" page, select "Categories" from the left-side navigation bar.

If you wish to add a Category, press the "Add One" button. If you wish to view/adjust an existing Category, click on it from the middle left side list.

The selected Category's retention period is listed in the "Retain For" field.

If desired, change the number of days to the desired number and then press the "Save" button at the bottom of the page.

Where do I view or adjust Case Retention Periods?

Select "Cases" from the top navigation bar. Then either open an existing case or create a new case. On the Case details page, a "Case Retention (days)" field shows near the top.

Select either "Use Document Retention" to use the document's original retention for files within the case, or select "Use Case Retention (days)" to use the Case Retention period rather than the file's original retention. If selecting case retention, you must enter the number of days for the retention period in the box to the right of the button.

How do I Lock/Unlock a file from deletion?

To lock or unlock a file, navigate to the file on SecuraMax using the search feature. After opening the file detail page, click the "Lock from Deletion" button in the right-side menu. When locked, the button will change to "Unlock from Deletion".

To see all files that are locked, do a search with the filter "Locked from Deletion" selected.

How do I request a file to be deleted?

To request that a file be deleted, navigate to the file on SecuraMax using the search feature. After opening the file detail page, click the "Request Deletion" button in the right-side menu. A box will appear above the button asking for a reason for the deletion request; enter a reason, and then press the "Submit" button. 

Once requested, the button on the file detail page will change to "Review Deletion Request" and users with "Delete Approval" permissions will receive a notification and the request will appear on the delete approver's home page under "Awaiting Delete Approval".

A "Pending Deletion Report" can also be viewed by administrative users with the "View Pending Deletion Report" permissions. This report is available by clicking the "Admin" menu on the top navigational bar, selecting "Reports", and then selecting the "Pending Deletion Report" from the left side navigation bar.