Archiving and Deleting Buckets

Bucket Lifecycle Management

As your organization grows and projects evolve, you'll need to manage the lifecycle of your buckets. This guide covers archiving, deleting, and data retention strategies to keep your workspace organized and efficient.

Archiving vs Deleting

📦 Archiving

• Reversible: Can be restored later
• Data Preserved: All feedback and data kept
• Hidden from View: Removed from active lists
• Searchable: Still appears in searches
• No New Activity: Stops collecting new feedback
• Storage Efficient: Compressed but accessible

🗑️ Deleting

• Permanent: Cannot be undone
• Data Lost: All feedback permanently removed
• Immediate Effect: Removed from all views
• Not Searchable: Disappears from search results
• Storage Freed: Reclaims storage space
• Audit Trail: Deletion is logged

When to Archive vs Delete

✅ Archive When:

• Project is completed but may be referenced later
• Seasonal or temporary campaigns end
• Team restructuring but data is valuable
• Compliance requires data retention
• Historical analysis may be needed
• Uncertain about future need for data

⚠️ Delete When:

• Data is no longer relevant or useful
• Privacy regulations require data removal
• Storage costs are a concern
• Bucket was created by mistake
• Data contains sensitive information
• You're certain it won't be needed again

How to Archive a Bucket

Step-by-Step Archiving Process

Step 1: Prepare for Archiving

• Review all feedback in the bucket
• Export any critical data if needed
• Notify team members of the archiving
• Complete any pending actions

Step 2: Archive the Bucket

• Go to bucket settings
• Click "Archive Bucket"
• Confirm the archiving action
• Add archive reason (optional)

Step 3: Post-Archive Actions

• Update team documentation
• Remove from active workflows
• Update integration settings
• Set up monitoring for archived data

How to Delete a Bucket

⚠️ Important: Deletion is Permanent

Before deleting a bucket, ensure you have exported any data you might need, as this action cannot be undone.

Deletion Process

Pre-Deletion Checklist

• Export all important data
• Notify all team members
• Remove from all integrations
• Update any documentation
• Get approval from stakeholders

Deletion Steps

• Go to bucket settings
• Click "Delete Bucket"
• Type bucket name to confirm
• Enter deletion reason
• Confirm permanent deletion

Managing Archived Buckets

Accessing Archived Data

• Archive View: Access through "Archived Buckets" section
• Search: Archived buckets still appear in search results
• Export: Can export data from archived buckets
• Analytics: Historical data remains in analytics

Restoring Archived Buckets

• Simple Process: Click "Restore" in archive view
• Settings Preserved: All configurations maintained
• Team Access: Previous permissions restored
• Integration: May need to reconnect integrations

Data Retention Policies

Setting Up Retention Rules

Automatic Archiving

• Archive buckets after X months of inactivity
• Auto-archive based on project completion
• Set up date-based archiving rules
• Configure team-specific policies

Data Cleanup

• Delete old archived buckets automatically
• Remove sensitive data after retention period
• Clean up test or temporary buckets
• Comply with data protection regulations

Best Practices

✅ Recommended Practices

• Archive before deleting when possible
• Document archiving decisions
• Set up regular cleanup schedules
• Train team on lifecycle management
• Keep audit trails of all actions
• Review archived buckets periodically

❌ Common Mistakes

• Deleting without backing up data
• Not notifying team members
• Forgetting to update integrations
• Ignoring compliance requirements
• Not documenting decisions

Compliance and Legal Considerations

Important Considerations

• GDPR Compliance: Ensure proper data handling for EU users
• Data Retention Laws: Follow industry-specific requirements
• Audit Requirements: Maintain records of data lifecycle
• Privacy Policies: Update policies when changing retention
• Legal Holds: Preserve data when required by law
• Cross-Border Data: Consider international data transfer rules

💡 Pro Tip

When in doubt, archive rather than delete. You can always delete archived buckets later, but you cannot recover deleted data. Set up regular reviews of archived buckets to clean up truly unnecessary data.