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Data Retention Periods - what's yours?

  • 1.  Data Retention Periods - what's yours?

    SILVER CONTRIBUTOR
    Posted 30 days ago

    So, with the impending £30 per MB database storage charge on the horizon, I'm wondering if this lovely community could help me get an idea of industry standard/Dynamics 365 data retention periods. Do you have them, if so what are they?

    Would be amazingly helpful if you felt like replying with a period/timeframe for each of the entities below:

    1. Contacts
    2. Timeline activities on a Contact record
    3. Accounts
    4. Timeline activities on an Account record
    5. Cases
    6. Opportunities
    7. Events
    I know I can free storage space up but I don't understand the logic of deleting email attachments in bulk if the content in the email attachment is really meaningful data - like the complex proposal (that forms the basis of your statement of work) and tracked to the Opportunity.  I'm thinking the best route is set the document retention periods then delete from that.

    Help?!?!

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    Sophie Marsh
    Campden BRI
    Chipping Campden
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  • 2.  RE: Data Retention Periods - what's yours?

    MICROSOFT MVP
    Posted 29 days ago
    Sophie

    I'm not sure that there are industry standards for retention. It really is a case of what makes sense for the business.

    Are there legal requirements to keep data, or legal requirements to not keep data (GDPR), does the business the need data to fulfil its services and so on?

    I would go back to your business managers for each (sales, service) and ask them how long do they need the data.

    Email attachments are a nightmare for storage.

    They are really hard to find in Dynamics and I'd say anything of business value should be somewhere else, such as SharePoint.

    But bear in mind, that although database storage will be a lot more, files will be charged at a lower rate ($2 per GB per month) and you get an included entitlement of 20G plus 2G per user.  Behind the scenes, attachments are moved to Azure file storage and not stored in SQL. But this is all transparent to users, the interface behaves no differently.

    ------------------------------
    Feridun Kadir
    Principal Consultant, MVP
    Expert CRM Services Ltd
    Stansted
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  • 3.  RE: Data Retention Periods - what's yours?

    SILVER CONTRIBUTOR
    Posted 29 days ago

    Hi Feridun, thanks for replying – am consulting with our business managers and the GDPR requirements (so you've just validated my approach – thank you) as well as trying to pulse check what other CRM users are doing.  I get what you are saying about the file log capacity/lower charge so I think I need to think about what gets stored here also and possibly redirect to store as file and not database if I can.

    Thanks Feridun – very helpful ��

    Sophie

     






  • 4.  RE: Data Retention Periods - what's yours?

    GOLD CONTRIBUTOR
    Posted 29 days ago
    Hi Sophie,

    Could you post a link to an article that explains the change in storage costs.  I'm interested in how that affects us.


    ------------------------------
    Travis Judd
    Business Apps Specialist
    Trek Bicycle Corporation
    WATERLOO WI
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  • 5.  RE: Data Retention Periods - what's yours?

    MICROSOFT MVP
    Posted 29 days ago
    Here is my write-up on the changes, Changes to storage costs for the Common Data Service
    Fkbase remove preview
    Changes to storage costs for the Common Data Service
    Storage Costs for the Common Data Service Starting April 1st 2019, a new pricing model is available for storage costs for the Common Data Service (this applies to PowerApps that use the CDS and Dynamics 365 Customer Engagement plans and apps). This article describes the "old" and "new" models.
    View this on Fkbase >


    ------------------------------
    Feridun Kadir
    Principal Consultant, MVP
    Expert CRM Services Ltd
    Stansted
    ------------------------------



  • 6.  RE: Data Retention Periods - what's yours?

    TOP CONTRIBUTOR
    Posted 27 days ago
    I've been looking at this lately and created a PBI to look at the tables that cause issues.
    Typically these are Activity Pointers, Attachments, Annotations, Emails and Audits.
    I converted it into a PBIT. (a PBIT is a Power BI template where the data source has been parameterized)
    To use you just need to enter your CRM URL.
    Let me know if it helps.

    See https://brightwork1-my.sharepoint.com/:u:/g/personal/dmccarthy_brightwork_com/EZUGe-ZP1atAk2XFJ_XDu84BwLTfRB6w7QshOBKVKlE1lw?e=lbwhpe

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    Donal McCarthy
    Digital Marketing Administrator
    BrightWork
    Galway
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