How It Works

Content Retention Manager for Jira focuses on information governance for Atlassian’s Jira and Jira Service Management in the cloud, falling into two basic categories of retention and removal. In other words, keep what you need and remove what you don't.

Retain content directly in Jira for as long as you need it. You can retain issues and projects for a set or indefinite time.
Remove content from Jira when you no longer need it. You can purge content from Jira when it is no longer needed. Once purged, content cannot be recovered by admins or users, meeting the “non-discoverable” requirements of expired content for legal ops and compliance requirements.

Your Data within Content Retention Manager

Retention Manager for Jira directly runs on Atlassian Forge platform in your Jira Cloud instance and does not egress any of your data nor retain any data, content, or user information on any external systems. There is no data egress from the app to external services. The service is wholly contained within your Atlassian Cloud instance. When content is purged by Content Retention Manager, it cannot be recovered by users or admins. You can read more on the Privacy & Security of the app in the Atlassian Marketplace.

Recommended First Steps

Before getting started, we recommend you read through our content on Data Retention Policies and Management Best Practices and familiarize yourself with any Data Retention Laws and Regulations your team may need to comply with.

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 Jira:

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

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

Accessing Content Retention Manager for Jira

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

Content Retention Manager for Jira is contained in the Apps section of Jira Settings admin tools of an Atlassian Jira Cloud instance. Access to the admin tools are only available to Atlassian Jira Site Administrator user levels.

Go to Atlassian Jira Settings
On the left navigation pane, scroll down to Apps
Select Content Retention Manager for Jira

Key Functions of Content 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.
Classification Levels	A categorization that defines the information security sensitivity for contents
Classification Rules	Classification Rules associate Classification Levels with Projects. When a Classification Rules applies, the matching level is applied to contents with the Project and overrides the Default Classification.
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.