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When you upload files to an Agent, Kolena stores both the files and the Prompt results in cloud storage.
  • Deleting an Agent Run (via UI or API) immediately deletes its files and results.
  • If you do nothing, the data remains until a retention policy triggers or you delete it manually.

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Setting Retention Policies

This is available on the Enterprise Plan. Contact Kolena if you’re not on an Enterprise plan but would like to try this feature.
Data retention policies can be set at both the Organization and Agent levels. These policies dictate the maximum amount of time data can exist on Kolena before it is automatically purged. The amount of time is measured from the time the file is initially uploaded to Kolena.
When setting a retention policy, any files and Runs which are older than the new policy will be immediately and permanently deleted. For example, setting an Organization policy of one year will delete all files and Runs across all Agents which were uploaded more than one year ago.

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Organization-Level Policy

An Organization policy can be set by admin users through the “Data & Security” tab on your Organization page.

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Agent-Level Policy

Agent policies can be set individually on each Agent. This setting can be found on the main page of the Agent. If no Agent policy is set, the Organization policy (if any) will apply. Any configured Agent policies must comply with the Organization policy if it is set.