Knowledge Operations¶
This chapter covers organization-wide TTL and retention policies for knowledge collections. The single menu Admin Center → Knowledge Operations → Collection Management is in scope.
For creating collections, uploading documents, and running embeddings, see the user-side Knowledge Management chapter. This chapter is the admin lens for fleet-wide lifecycle policy.
Accessing the Screen¶
Select Admin Center → Knowledge Operations → Collection Management in the left sidebar.
Layout¶
Top — TTL Policy¶
Applies to the entire organization.
| Field | Default | Meaning |
|---|---|---|
| Max TTL (days) | 90 |
Cap on the expiry users can set when creating a collection |
| Default TTL (days) | 30 |
Default value suggested in the create-collection UI |
| Trash grace period (days) | 14 |
Window between expiry and permanent deletion (recoverable) |
Policy changes apply to new collections only; existing collections keep their original expiry. To re-apply, run a dedicated batch.
Bottom — All Collections¶
Every collection in the organization, row by row.
| Column | Content |
|---|---|
| Name | Collection name (with internal ID) |
| Owner | Creator (individual) or Shared (organization-wide) |
| Status | Active / Permanent / Expired / Scheduled-for-deletion |
| Expiry | Auto-expiry date per TTL |
| Scheduled deletion | End of trash grace period (D-day for permanent removal) |
| Actions | Toggle Mark Permanent / Reset Permanent |
Toggling Mark Permanent removes the collection from TTL enforcement. Grant Permanent status only after explicit approval from the data owner.
Operational Recommendations¶
- Decide TTL once, review semi-annually — Too short ⇒ repeated re-uploads (operational burden); too long ⇒ disk cost grows. Typically 30–90 days.
- Trash grace ≥ 7 days — Leaves room for users to recover after accidental expiry.
- Approval required for Permanent — Indiscriminate Permanent flagging undermines the TTL policy itself. Define an explicit request-and-review flow.
- Pre-expiry notification — Ensure owners receive a notice at D-7 before expiry.
- Orphaned collections — Define a separate hand-over / hard-delete policy for collections whose owners have been deactivated.
Related Chapters¶
- Knowledge Management — user perspective on creating collections and uploading documents
- Embedding / Search Settings — embedding model and vector DB configuration that drives retrieval quality
Contact¶
For questions on Knowledge Operations, please contact the Xgen Solution Administrator.