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To enable Retention Analysis for a database, the collected Content Age data needs to be set in context with the Retention Period configuration.

There are three Three factors that are part of this configuration:

• Retention Years (mandatory): for specifies how many years must the data be retained
• Retention Mode (mandatory): defines how is the starting retention start date calculatedis determined 
• Retention Manager (optional): the person who is responsible for making determining the decision what the appropriate Retention Configuration should be

For the Retention Mode, several options are available:

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The "Start of Year: <Month>" options are intended to cover situations where the e.g. the fiscal year does starts in a specific month. For example: , if the fiscal year starts in October (USA, Thailand, ...) or April (UK, India, Canada, Japan).

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• Both options will show a similar input form where Retention Configuration for one or multiple DBs can be set
  Note: when setting properties for multiple DBs, a comment is mandatory when saving
  
  

Once these settings are applied, a nightly processing run of iDNA's data warehouse is necessary to combine content age data with the retention settings.

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• A new Content Age analysis license is applied on Wednesday and iDNA is restarted afterwards
  
  
• Initial scan starts a few minutes (up to an hour) after the license is uploaded
  
  
• Nightly processing from Wednesday to Thursday produces generates the first data for content age analysis (data, visible in the UI on Thursday)
  
  
• Retention config for the first half of the databases is configured on Thursday
  
  
• Nightly processing from Thursday to Friday combines the two sets of data
  
  
• Retention analysis for configured DBs is visible in the UI for the first time on Friday
  
  
• Scheduled Content Age collection is automatically triggered on the following Saturday 
  
  
• Nightly processing on the weekend combines the two sets of data again
  
  
• Retention config is added for another batch of DBs on Monday
  
  
• Nightly processing from Monday to Tuesday combines the two sets of data again
  
  
• On Tuesday morning, the UI displays updated information based on the most recent Retention Config changes

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• The "Retention Overview" dashboard provides a summary across different summarizes retention settings and shows how many documents in each category are in an outside their retention period
  
  

• The "Data Retention Analysis" is a graphical representation of the dashboard visually presents retention analysis insights
  
  
  • Each bubble represents an Application
  • Display modes include showing DB Instances or grouping by Replica Set
  • Bubble size is determined by the amount number of documents in a database
  • x-axis is determined by usage: the further to the right a bubble is, the more used it is (time range for usage calculation is configurable)
  • y-axis is determined by content age: the higher up a bubble is, the older content of a DB is (determined by average document age)
  • Color is determined by the percentage of documents in retention
    
    

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Detailed information on several topics can be found in four sub-tabs here:

• Overview: A summary on of content retention analysis
  
  
• History: Document modification and creation history
  
  
• Profile Documents: Profile document modification and creation history
  
  
• DB Instances: a summary table with content age KPIs on other DB instances of the same Replica Set

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Content Age analysis is licensed as a separate module and not included in previous licenses. The new module is purchasable can be purchased as an add-on for all currently active subscription licenses and new licenses.