Backups & Retention

Understand how DZDESK backs up and retains your data.

Backup Strategy

Automated Backups

DZDESK performs:

• Continuous database backups
• Daily full backups
• Transaction log backups (every 5 minutes)

Backup Storage

Backups stored:

• Same region as production
• Geo-redundant option available
• Encrypted at rest

Backup Types

Database Backups

Type	Frequency	Retention
Full	Daily	30 days
Differential	Every 12 hours	7 days
Transaction log	Every 5 minutes	7 days

File Backups

Type	Frequency	Retention
Attachments	Continuous	30 days
Documents	Daily	30 days

Point-in-Time Recovery

Capability

Restore to any point within:

• Last 7 days (transaction log)
• Last 30 days (daily)

Granularity

• Accurate to 5 minutes
• Full data consistency
• All relationships preserved

Data Retention

Default Retention Periods

Data Type	Active	After Deletion
Requests	Indefinite	90 days
Users	While active	90 days
Attachments	With request	90 days
Audit logs	2 years	N/A
System logs	1 year	N/A

Customization

Administrators can configure:

• Request retention period
• Auto-archive settings
• Deletion schedules

Retention Policies

Request Retention

Configure per status:

• Closed requests: Archive after X months
• Resolved requests: Move to archive
• Archived requests: Delete after Y years

User Data Retention

When users deactivated:

• Profile retained for audit
• Activity history preserved
• Configurable deletion

Data Deletion

Soft Delete

Initial deletion:

• Data marked as deleted
• Not visible in UI
• Recoverable for 90 days

Hard Delete

After retention period:

• Permanently removed
• Removed from backups (eventually)
• Cannot be recovered

Right to Erasure

For KVKK/GDPR requests:

• Manual deletion available
• Audit trail maintained
• Confirmation provided

Recovery Procedures

Self-Service Recovery

Within 90 days:

1. Navigate to deleted items
2. Select item to restore
3. Confirm restoration

Support-Assisted Recovery

For older data:

1. Contact support
2. Specify data needed
3. Recovery from backup
4. Data restored

Disaster Recovery

In case of major incident:

• Geo-redundant backups used
• RTO: 4 hours
• RPO: 5 minutes

Compliance Considerations

Legal Hold

When required:

• Suspend auto-deletion
• Preserve specific data
• Document hold scope

Audit Requirements

Maintain data for:

• Regulatory compliance
• Legal requirements
• Business needs

Export and Archive

Data Export

Before deletion, export:

• Request data (JSON, CSV)
• Attachments (ZIP)
• Audit logs (CSV)

Archive Storage

Long-term storage options:

• Export to your systems
• Cloud archive
• Compliance archive

Monitoring

Backup Health

Monitor via dashboard:

• Last successful backup
• Backup size trends
• Failed backup alerts

Retention Status

Track:

• Data approaching deletion
• Retention policy compliance
• Storage usage

Best Practices

Retention Planning

1. Define retention requirements
2. Consider compliance needs
3. Balance storage costs
4. Document decisions

Regular Review

1. Audit retention settings
2. Review data growth
3. Test recovery procedures
4. Update policies

Related Topics

• Encryption - Backup encryption
• Data Residency - Storage locations
• KVKK/GDPR Notes - Compliance requirements