Retention Policy Editor Object Types

Record Data

Listed below are the Object types that can be selected within an individual retention policy. Some of these types allow for the deletion of specific values while retaining the data row. If an object does not have specific values listed, then only the entire row can be deleted.

Source Type Description
Activity/Interaction

All interaction data for a selected interaction code, including date, user, private comments, and public comments.

Specific values: Expires Date, Private Comments, Public Comments, User

Address

All Address data from selected records.

Specific values: Notes

Application

Delete application records, including all application data, application-scoped fields, application-scoped form registrations (including all reader forms), and activities.

Specific values: Deadline Extension, External ID, Submitted & Paid Date, Submitted Date

Application Reference

All data for a selected application reference type.

Specific values: Address fields, Company, Email Address, Industry, Middle Name, Personal Message from Applicant, Phone Number, Prefix, Relationship, Submitted Date, Title, XML Data

Course

All course data from selected records.

Specific values: Credits, External ID, Grade, Grade Level, Level, Number, Semester, Term, Type

Dataset Record

Delete dataset records, including all record data, fields, form registrations, materials, and interactions.

Specific values: Key, Password, PIN, Username

Decision

All decisions and related data from selected application records.

Specific values: Assigned Letter, Comments, Confirmed Date, Decision Reason, Expires Date, Received Date, Released Date, Uploaded Letter

Device

All device data from selected records.

Specific values: Notes

Duplicate Records

Delete Duplicate Records from the database.

Specific values: Redact Duplicate Record Data, Redact Main Record Data

Entity

Delete entity records, including all record data and all fields. Only displays when Entities are configured in Slate.

Specific values: External ID

Field All field data for a selected field.
Field Version History All version history data for a selected field.
Form Response  All form responses for a selected form, including all form field data. If form fields are mapped to system fields, this Source Type will not delete the data stored in those system fields. To delete this data, an additional Retention Policy item will need to be added for each system field using the Field object type.
Giving - Gifts

All Gift data from selected records.

Specific values: Appeal, Campaign, External ID, Honoring - Other, Notes, Occasion, Opportunity, Pledge, User

Giving - Honoring All Gift Related data from selected records.
Giving - Opportunity

All Gift Opportunity data from selected records.

Specific values: Date, Description, External ID, Status, User

Giving - Opportunity Log

All Gift Opportunity Notes data from selected records.

Specific values: Notes, Subject, User

Interest

All interest data from selected person records.

Specific values: Description, End Date, Frequency - Hours/Week, Frequency - Weeks/Year, Location - City, Location - Country, Location - Region, Order of Importance, Role, Start Date, Type

Job

All job data from selected person records.

Specific values: Annual Revenue, Bonus, Departure Reason, Description, Direct/Indirect Report, End Data, Function, Hours/Week, Industry, Key, Location - City, Location - Country, Location - Region, Order of Important, Other Function, Phone Number, Salary, Sector, Start Date, Starting Bonus, Starting Salary, Starting Title, Supervisor, Supervisor Title, Title, Total Employees, Website

Material 

All custom materials of a selected type (person-scoped and application-scoped). This object type allows for the deletion of a material or the redaction of the material while retaining a record of the receipt of the material.

Specific values: Summary, Material Redaction

Ping All Ping data from selected records.
Record

When the Base of Person is selected, delete person records, including all person data, fields, form registrations, folio materials, and interactions. This object type will delete the entire person record and all associated data. Only person records that do not contain application data will be considered for deletion. To delete the person record for applicants, the Retention Policy must first be executed using the Application object type for the desired records.

Specific values: Birthdate, Deceased Date, External ID, First Name, Header, Last Name, Middle Name, Other Last Names Used, Password, Permanent Resident, PIN, Preferred First Name, Prefix, Primary Citizenship, Secondary Citizenship, Sex, Slate ID Override, SSN, Suffix

Relation All relation data from selected records.
Research

All research from the selected source

Specific values: Notes

Research Data

All research data

School

All school data from selected records.

Specific values: Awards, CEEB Code, Class Rank, Class Size, Conferred Date, Credit Hours, Degree, End Data, External ID, Field of Study, GPA, GPA Scale Honors, Language, Level of Study, Location - City, Location - Country, Location - Region, Major (Free Text), Major (Prompt), Major 2 (Prompt), Minor, Recalculated GPA, Start Date, Website, XML Data

School Report All school report data from selected records.
Sport

All Sport data for a selected sport including sport-scoped fields, Sport Notes, and Sport Rating.

Specific values: External ID, Notes, Position, Rating

Status History All status history data from selected records.
Tag All tag data from selected records.
Task

All task data from selected records.

Specific values: Description, URL, URL Title

Task Log

All task log data from selected records.

Specific values: Notes, Subject

Test Score

All test data for a selected test type, including all scores and dates.

Specific values: Alpha, Cancellation Reason, Cancelled Date, External ID, Location, Memo, Score #, Score # Percentile, Total Percentile, Total Score

Database Objects

Source Type Description
Activities/Interactions Delete Activities and Interactions from the database.
Fields Delete Fields from the database.
Materials Delete Material types from the database.
Populations Delete Populations from the database.
Prompts Delete Prompts from the database.
Sources All sources and source data for a selected source format. If a source imports data into system fields, this Source Type will not delete the data stored in those system fields. To delete this data, an additional Retention Policy item will need to be added for each system field using the Field Source Type.
Tests Delete Test types from the database.
Translations Delete Translation Codes and Content Blocks from the database.
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