Effective server storage management is a critical discipline for ensuring long-term platform stability and performance. Uncontrolled growth of these files consumes finite disk space, creating a direct risk of system degradation or service interruptions due to storage exhaustion. The Storage & Retention settings provide a centralized tool for establishing a clear lifecycle for student-generated archive files.
The core purpose of these settings is to prevent the server’s storage from becoming full with temporary or unneeded student transcript packages. By defining an automated retention policy, administrators can control how long these archives are kept on the server, ensuring that disk space is managed efficiently and predictably.
Before configuring these settings, it is essential to understand the specific file types being managed and the automated processes that govern their deletion.
Understanding Key Concepts #
A clear understanding of which files are affected by retention policies—and which are not—is fundamental to implementing an effective and predictable storage management strategy. This section clarifies the key distinctions and explains the underlying deletion mechanism.
Transcript ZIPs vs. Curriculum ZIPs #
The retention policy exclusively targets student-specific evidence files. The following table outlines the critical differences between the two primary archive types within the system.
| File Type | Retention Policy & Key Characteristics |
|---|---|
| Student Transcript ZIP Archives | These files, officially termed Student Transcript ZIP Archives and also known as Transcript ZIPs, are evidence transcripts tied directly to a specific student. They are the only file type subject to the automated retention and deletion policy. |
| Curriculum ZIPs | These archives are not tied to a specific student’s evidence. Consequently, they are not subject to retention and will remain stored on the server indefinitely unless manually removed. |
The Automated Deletion Process #
The system employs an automated, cron-based process to enforce the configured retention policy. This cleanup mechanism runs as a WordPress scheduled task, referred to as a ‘scheduled cleanup task,’ which automatically identifies and deletes any Student Transcript ZIP Archives that are older than the specified retention period. This ensures that outdated files are purged from the server without requiring manual intervention.
With these core concepts established, we can now proceed to the practical steps for configuring the retention policy.
Step-by-Step Configuration #
While the configuration process is straightforward, the chosen settings have significant downstream effects on server resource utilization and data compliance. This section provides the direct steps for configuration, and the subsequent section will explore the strategic implications of these choices.
Locating the Settings #
The retention policy is managed from a dedicated settings page within the administrative interface. The navigation path is:
PFL Settings → Settings tab → Storage & Retention
Configuring the Retention Period #
Follow these steps to set the desired retention period for student transcript archives:
- Navigate to
PFL Settings → Settings tab → Storage & Retention. - In the Retention period for student transcripts field, enter the desired number of days and save your changes.
After saving the setting, it is crucial to understand the direct impact of the value you have chosen.
Retention Period Settings: Impact and Use Cases #
Selecting the correct retention period is a critical decision that requires balancing server storage constraints, performance requirements, and organizational compliance obligations. The value entered directly dictates the automated data lifecycle for all student transcript archives.
Setting to Days (Indefinite Retention) #
Setting the retention period to 0 configures the system to keep all Student Transcript ZIPs indefinitely. As a result, the automated deletion process does not run for these files.
- Primary Use Case: This setting is specifically designed for compliance-focused environments where regulations require that student evidence be preserved indefinitely. Because no automatic deletions occur, this approach guarantees that historical data remains available for audit or review purposes.
Setting a Positive Number of Days (Timed Retention) #
Entering any positive number (e.g., 1, 14, 30) defines the exact number of days a Student Transcript ZIP will be retained before it is eligible for automatic deletion. The system default is 1 day.
- Primary Use Case: Short retention periods, typically between 1 and 14 days, are common for testing or staging environments. In these non-production contexts, long-term storage of temporary files is unnecessary, and this setting helps to conserve server resources by frequently clearing out old data.
Analysis of Server Storage Impact #
There is a direct relationship between the length of the retention period and the amount of server disk space required.
- Longer Retention: Setting the period to
0or any other extended duration will require significantly more disk space. The impact is especially pronounced for courses that generate numerous large archives from assignments and essays, as these files will accumulate on the server over time. - Shorter Retention: A short retention period minimizes the storage footprint by ensuring that temporary files are purged quickly.
Administrators must proactively monitor storage and ensure the server has sufficient disk space to accommodate the chosen policy, as failure to do so can lead to performance degradation or service outages, especially on systems with high student activity.
Administrative Considerations #
In addition to the automated, cron-based system, administrators have access to manual controls and should be aware of how these settings interact with other parts of the platform.
Manual Deletion Override #
Administrators retain the ability to manually clear old Transcript ZIPs. This function serves as an override to the automated schedule, providing a mechanism to immediately free up server storage if the need arises, regardless of the configured retention period.
Related System References #
Administrators should be aware that the ‘Storage & Retention’ setting is referenced by other platform features, specifically Settings — ZIP Archive and Report Types. This dependency means the configured retention period may inform how those features handle or display information related to transcript archives.
Understanding these administrative functions allows for a more complete management strategy, which can be summarized in a set of best practices.
Summary of Best Practices #
To effectively manage server storage and align with organizational goals, consider the following recommendations when configuring the retention period:
- Use a short retention period (e.g., 1–14 days) for testing and staging environments to minimize storage consumption.
- Set the retention period to 0 for compliance-focused environments where student evidence must be preserved indefinitely. Crucially, this requires proactively monitoring server disk space to prevent storage exhaustion.
- Align the retention period with your organization’s official data policies and the practical limits of your available server storage.