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Introduction

Content Retention Manager for Atlassian Jira

Content Retention Manager for Atlassian Jira helps teams manage content retention policies related to information governance best practices within Atlassian Jira and Jira Service Management. Retention Manager makes it easy for teams to deploy a content retention policy, track all content across Atlassian Jira against the organization's defined data retention policies, automate removal of content, create exceptions, and provide an audit trail to meet compliance and common governance frameworks. Retention Manager for Atlassian Jira helps teams across Legal Operations, Human Resources, and IT easily manage how long content is stored or retained across Atlassian Jira and ensuring it is fully purged to reduce risk and meet governance framework requirements such as ISO27001. This guide will help you safely deploy Content Retention Manager for Atlassian Jira into your team's spaces.

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How it works

Retention Manager focuses on information governance for Atlassian Jira and Jira Service Management falling into two basic categories retention and removal. Keep what you need, remove what you don't.

  • 📁 Retain content on Atlassian Jira for as long as you need it. You can retain issues for a set or indefinite time.
  • Remove content on Atlassian Jira when you no longer need it. You can purge content from Atlassian Jira when it is no longer needed. Once purged, content cannot be recovered by admins or users.

Data Management within Content Manager

Content Manager for Atlassian Jira sits directly on your Atlassian Jira instance and does not retain any data, content, or user information on external systems. There is no data egress from the app to external services. The service is wholly contained within your cloud instance. When content is purged by Content Manager, it cannot be recovered by users or admins. You can read more on the Privacy & Security of the app in the Atlassian Marketplace.

Before getting started, we recommend you read through our content on data retention best practices and familiarize yourself with any laws or regulations your team may need to comply with.

Info

We recommend you review all policies, practices, and processes related to this app with your company's legal representative before you begin enforcing any retention policies. This will help you remain compliant with any applicable laws or regulations.

The following are recommended as steps to take before deploying Retention Manager for Atlassian Jira:

  1. Understand why it is important to develop and implement data retention policies for your team
  2. Familiarize yourself with laws and regulations you may be already subject to
  3. Consider best practices when implementing content retention policies.
  4. Have a defined company retention policy ahead of time.
  5. Have an instance of Atlassian Jira; Free, Standard, or Premium editions all work with our Retention Manager apps.

Warning

We recommend testing the Retention Manager for Atlassian Jira app on a test or development instance of your Atlassian Jira space to get familiar with it's functionality and that any automations you enable perform as expected before deploying to your team's primary space.

Accessing Content Manager for Atlassian Jira

Due to the sensitivity and capability of Content Manager for Atlassian Jira, only Site Admins of an Atlassian Jira instance can use the tool. Organizations can adjust user settings to allow for team members who need to engage with Content Manager in the Atlassian Jira Administration settings.

Content Manager for Atlassian Jira is contained in the Apps section of Atlassian Jira Administration tools ⚙ at the top right of a Atlassian Jira space. Access to the Admin tools are only available to Atlassian Jira Site Administrator user levels.

  1. Go to Atlassian Jira Administration tools ⚙

  2. On the left navigation pane, scroll down to Apps

  3. Content Manager for Atlassian Jira will be visible there.

Key Functions of Retention Manager

Function Use
Content Audit This main view allows a Site Admin to view all content, by space, and its current status against a defined Data Retention Policy. Within content audit is where an admin can take action to delete content, purge content, and extend the retention period of specific content.
Policies A policy define the retention period for contents
Default retention A default retention can be specified and applied to all contents in absence of retention rules and extensions.
Retention Rules Retention rules associate policies with entities such as projects or users. When a rule applies, the associated policy supersedes the Default Retention.
Extensions Extensions are the ability to allow any content to live on for a defined or indefinite amount of time beyond the company's default or other defined retention policies. An extension applies to individual contents and overrides the policies.
Audit Log The audit log helps you keep track of who and when policies are updated. The log also records when content status changes to deleted and purged by user or automation. The audit log is how you monitor and keep a record of your retention policy in action.
Automation Automation allows for you to keep your retention policy active with system processed retention enforcement and purging.