Managing your data

Managing your data in Rainbird is very simple. With data retention policies that can be set at the account level or on your individual knowledge maps, you can ensure your data is automatically deleted as per your industry or organisations requirements.

What does the data retention policy do?

This lets you configure how many days you want us to retain your data before we automatically delete it.

By default this is set to 7 days for Community users and 30 days for Enterprise users.

The data within the scope of these retention policies includes all data generated in a session. This covers all evidence data such as:

• Session data - the raw facts and meta-data associated with the session (such as KMID, KM name and version)

• Evidence tree data - the full chain of reasoning that led to a result

• Interaction data - the log of interactions between the user/system and the Rainbird reasoning engine, including queries, questions, answers and results

Important to note

Retention periods are based on the last modified date of the session. For example, if you set a retention period to 90 days, the session and all associated data would be deleted 90 days after the last update to the session (e.g. injecting data, making a query, answering a question or undoing the last interaction).

Viewing the evidence from a session does not impact the last modified date.

The following data is not in scope of the data retention policies:

• Knowledge maps, including their associated tests and agents

• Query usage data available via stats and reporting

• Workflows

• Rainbird Account data

Setting an account-level data retention policy

If you want to ensure the same policy applies to all knowledge maps within your account, then set the data retention policy at the account level.

1. Open the Account page

2. Click edit on the data retention policy panel

3. Set the number of days using the steppers or entering the number of days directly

4. Click save

This policy will now apply by default to all knowledge maps within the account UNLESS they have a KM-level policy, which takes priority.

CAUTION

Updating the data retention policy (at either account or KM-level) will be applied to historic sessions. For example, if you updated the account-level data retention policy to 1 day, all existing sessions older than 1 day would be deleted across all your knowledge maps.

Setting a Knowledge Map-level data retention policy

If you have different data retention requirements for different knowledge maps, then setting them at the map-level might be the best approach.

1. Select the Knowledge Map to update

2. Open the Knowledge Map menu next to its name

3. Select Data Retention

4. Enable the override and select the required data retention period. Note: it will indicate if an account-level policy is active or not, including the period it is set to.

Important to note

This will override any account-level data retention policy.

For example, if your account is set to 30 days and you change the map setting to 365 days, sessions to this map will retained for 365 days. All other maps in your account will only retain data for 30 days.

Similarly, if your account was set to 30 days and you changed the map to a 1 day policy, its data would be deleted after 1 day. All other maps in your account would continue to retain data for 30 days.

Data Retention in a Workspace

In a workspace it is possible for many users to have shared access to a set of Knowledge Maps.

The Knowledge Map will inherit the data retention policy of the owner (this is the account that created the Knowledge Map in the first place).

This policy can be viewed by any member of the workspace, by opening the maps Data Retention modal.

However, it may not align to the requirements and the owner may no longer be an active user to adjust their account-level policy (or it may not be feasible).

Therefore it is advised to apply an override so the appropriate retention policy is applied to the Knowledge Map.

Any member of the Workspace with edit access can set this override.

Session expiry

Starting a session is like starting a conversation with Rainbird. One must be started before a query is made, data provided and decisions returned.

A session will only remain active, and therefore open to changes, for 24 hours after the last activity. After the session has expired, the evidence for the session will remain available for the period of your data retention period, but can no longer be modified.

Find out more about session expiry.