August 2018 Data Retention

In order to ensure continued performance and responsiveness of the Smartrak platform and to optimise our infrastructure management, Smartrak is implementing a Data Retention Policy.

What does this mean to you?

Our research has found that our customers rarely run reports on data that is more than 2.5 years old. Because of this, we are moving data that is older than 2.5 years offline. Normal operation of the Smartrak app and admin systems will continue unchanged.

Access to data older than 2.5 years will be available by special request to Smartrak via your CSM. There will be a cost associated with these requests.

As per your contract with Smartrak, we will continue to keep all your data for 7 years. If you have any questions or concerns please contact me.

FAQ

• Q: Why are we archiving data in the first place?  What are the benefits?
  A: Smartrak are implementing a Data Retention Policy to ensure continued performance and responsiveness of the Smartrak platform and to optimize our infrastructure management.
  
  

• Q: Why two and a half years of data? How did Smartrak determine two and a half years as the cutoff?  

  A: Our research has found that less than 0.15% of all report runs are for periods of time more that 2.5 years old. Because of this we are moving data that is older than 2.5 years offline.
  
  
• Q: I don’t want my data pruned, what should I do?
  A: Talk to your Customer Success Manager (CSM) and explain your concerns and your data requirements. They will work with you and the product team to work towards a solution.
  
  
• Q: If I need my old data in the future, How should I proceed?
  A: If you need access to your old data, please talk to your CSM and we will work with you to develop a Statement of Work (SoW). There will be a cost associated with retrieving your old data.
  
  
• Q: How much does it cost to access my old data?
  A: It depends on your specific requirements, a simple data extract to CSV will be lower cost than setting up a temporary app site for you to see old data in the map. Please talk to your Customer Success Manager and we will work with you to develop a SoW.
  
  
• Q: How long does it take to access data that has been archived?
  A: It depends on your specific requirements. It could range from a few days to a few weeks.
  
  
• Q: When will this policy take place?
  A: Pruning will be completed on 31 Aug 2018; up until that time all of your existing data will be available. Once complete you will no longer see data from before 1st of January 2016, Going forward data will be continually pruned so that no data more than 2.5 years old will be available online in reports or when viewing history on the map.
  
  
• Q: How will I know when my data has been archived?
  A: Any data older than 2.5 years will be archived prior to the pruning process as part of Smartrak’s normal cloud and off-site archiving process (Smartrak will not be sending individual communications advising of when your data has been archived).
  
  
• Q: Will this affect my reporting?
  A: It will not affect your reports unless you are reporting on events that occurred longer than 2.5 years ago.
  
  
• Q: Is there any risk of data loss?
  A: Smartrak has thoroughly tested the process and has multiple backups in different locations to ensure the safety of your data. Your data is secure with minimal risk of data loss.
  
  
• Q: How much faster can I expect the map site to be with all this old data archived?
  A: Pruning the data enables us to move the database to faster servers, this move will take place a few weeks after the pruning on the 24th of September. Once this is complete you will notice a performance improvement. The exact performance outcome won't be clear until the transfer is complete.