# Data retention and archiving data

Data retention is the process of saving or disposing of data. Your company has a data retention policy in place with Hirevue that describes data format, how data is stored, and the length of time data is kept in the Hirevue system. The data retention policy protects your company by ensuring regulatory requirements are followed, such as General Data Protection Regulation \(GDPR\). Data retention policies ensure all information is properly stored and disposed of in a timely fashion. Companies also implement data retention policies because it is very costly to store all data for an indefinite period.

Archiving data in Hirevue is the act of moving information from active to inactive storage in the system.

Active storage is the state in which data is stored and readily accessible for your use. Inactive storage is an indicator to the Hirevue system that this data is not in use. As such, the data is scheduled for deletion according to your company's data retention policies.

Archiving and deletion are two separate activities and the deletion schedule is not impacted when archiving occurs. Archiving information ensures the active storage does not get too full and is easy to navigate. Archive schedules are determined and maintained at the time of implementation.

**Note**: If you have questions about your company's archival process or schedule, contact your system administrator.

## How archiving works

Archiving data ensures active storage doesn't get too full and makes the various pages in Hirevue easier to navigate. There are two methods of archiving information:

-   **Manual**: You move data into inactive storage on a case-by-case basis.
-   **Scheduled**: Hirevue moves data into inactive storage based on the data retention schedule established by your company.

### See an example

A candidate applied for a position at Acme Corporation eight months ago. The candidate completed a live voice interview, on-demand video interview, and an in-Person interview. This candidate was not hired; however, there is a new opening and you wish to send a phone screen to this candidate. When you search for the candidate's name, they seem to have "disappeared." The candidate was archived due to your company's six month archival schedule.

## What data can be archived?

All data in Hirevue can be archived to make using the system easier. Archiving data that is no longer needed means when you filter data, you're provided exactly what you need without sifting through outdated information. You could archive candidates that have been hired, Jobs for positions no longer needed, or Events that have passed.

The following data types can be archived:

-   Candidates
-   Interviews \(both on-demand and live\)
-   Events
-   Jobs
-   Job templates

## Can I unarchive data?

If your company has an archival schedule, data will regularly move to inactive storage. However, if you need to retrieve data to be used again, you can unarchive and the data will appear in the appropriate grid.

**Note**: If you unarchive data that was previously archived, it will remain in active storage regardless of your company's archival storage policy. If the data needs to be archived again, you must manually archive to move the data to inactive storage.

For more information, see [Archiving data](/doc/6a3062ec-017c-4d1b-909c-c2cb7157334e)

Data retention and archiving data

For recruiters and hiring managers, use the feature guides to learn more about each area of functionality in Hirevue.

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Data Retention & Archiving

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Data retention and archiving data

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