> ## Documentation Index
> Fetch the complete documentation index at: https://docs.planeconnection.com/llms.txt
> Use this file to discover all available pages before exploring further.

# How to Configure Data Retention

> Set data retention policies and litigation holds to manage how long your workspace data is stored in PlaneConnection.

This guide explains how to configure data retention policies and litigation holds for your PlaneConnection workspace.

<Warning>
  This feature requires **administrator** or **workspace owner** permissions. Changes made here
  affect all users in your workspace.
</Warning>

<Info>
  **Who should read this:** Workspace administrators, compliance officers, and legal counsel
  responsible for data lifecycle management.

  **Prerequisites:** Admin or Account Owner role. Familiarity with your organization's record
  retention requirements.
</Info>

## Why configure data retention

Aviation operators are subject to regulatory record-keeping requirements. Proper data retention policies help you:

* **Meet regulatory mandates** -- 14 CFR Part 135 requires retention of specific flight records, maintenance logs, and safety data for defined periods.
* **Reduce storage costs** -- automatically archive or purge data that has exceeded its retention period.
* **Support legal obligations** -- place litigation holds to prevent destruction of data relevant to legal proceedings.
* **Protect privacy** -- remove personal data when it is no longer needed, supporting GDPR and other privacy regulations.

## Configure retention policies

Navigate to **Settings > Data Retention** to manage your workspace's data lifecycle policies.

### Default retention periods

PlaneConnection provides recommended retention periods based on aviation regulatory requirements:

| Data Type             | Recommended Retention | Regulatory Basis                |
| --------------------- | :-------------------: | ------------------------------- |
| Flight records        |        5 years        | 14 CFR 135.63                   |
| Crew training records |        5 years        | 14 CFR 135.63                   |
| Maintenance records   |       Until sold      | 14 CFR 91.417                   |
| Safety reports        |        5 years        | 14 CFR Part 5 / AC 120-92D      |
| Investigation records |        5 years        | 14 CFR Part 5                   |
| Passenger manifests   |        3 years        | Company policy (eAPIS: 5 years) |
| Financial records     |        7 years        | IRS requirements                |
| Audit logs            |        3 years        | Company policy                  |

<Warning>
  The recommended periods are guidelines based on common regulatory requirements. Consult your legal
  counsel to determine the appropriate retention periods for your specific operation and
  jurisdiction.
</Warning>

### Customize retention periods

<Steps>
  ### Select a data category

  On the Data Retention page, click the data category you want to configure.

  ### Set the retention period

  Choose from predefined periods (1 year, 3 years, 5 years, 7 years, 10 years) or enter a custom period. Select what happens when data reaches the end of its retention period:

  | Action      | Description                                                                              |
  | ----------- | ---------------------------------------------------------------------------------------- |
  | **Archive** | Data is moved to cold storage. It can still be retrieved but is not actively searchable. |
  | **Delete**  | Data is permanently deleted. This action cannot be undone.                               |
  | **Notify**  | A notification is sent to admins for manual review before action is taken.               |

  ### Save the policy

  Click **Save**. The policy takes effect immediately for new data and is applied to existing data during the next scheduled retention review.
</Steps>

## Manage litigation holds

A litigation hold prevents data from being archived or deleted, regardless of retention policies. Use litigation holds when:

* Your organization receives notice of pending litigation.
* A regulatory investigation is underway.
* You need to preserve data for any legal purpose.

### Create a litigation hold

<Steps>
  ### Navigate to litigation holds

  Go to **Settings > Litigation Hold**.

  ### Create a new hold

  Click **New Litigation Hold** and fill in:

  | Field           | Description                                                 |
  | --------------- | ----------------------------------------------------------- |
  | **Name**        | Descriptive name (e.g., "FAA Investigation 2026-001").      |
  | **Description** | Details about why the hold is in place.                     |
  | **Scope**       | Which data types are covered (all, or specific categories). |
  | **Date range**  | The time period of data to preserve.                        |

  ### Activate the hold

  Click **Activate**. All data matching the hold's scope and date range is protected from retention policy actions.
</Steps>

### Release a litigation hold

1. Navigate to **Settings > Litigation Hold**.
2. Click the hold you want to release.
3. Click **Release Hold** and confirm.
4. Normal retention policies resume for the previously held data.

<Warning>
  Only release a litigation hold after receiving written confirmation from legal counsel that the
  hold is no longer needed. Premature release could result in destruction of legally relevant data.
</Warning>

## Related

<CardGroup cols={2}>
  <Card title="Manage Privacy" href="/en/how-to/admin/manage-privacy">
    Privacy controls and data subject requests.
  </Card>

  <Card title="Export Data" href="/en/how-to/admin/export-data">
    Export workspace data for compliance or migration.
  </Card>

  <Card title="Data Privacy" href="/en/explanation/data-privacy">
    How PlaneConnection handles data privacy.
  </Card>
</CardGroup>