File Retention Policies

Over time, files accumulate. Temporary uploads, old logs, outdated documents — they take up space and clutter your file list. Retention policies let you set up automatic rules so GolemDrive cleans up old files for you.

How retention policies work

A retention policy is a rule that says: “delete files older than X days.” You define the conditions, and GolemDrive handles the rest. Policies run automatically once a day, checking for files that have passed their retention period.

When a file matches a policy, it isn’t permanently deleted right away. Instead, it’s moved to trash first. This gives you a safety window to recover anything that was removed by mistake before it’s gone for good.

Creating a retention policy

1. Go to Account > Retention Policies
2. Click Create Policy
3. Configure your rule:
   • Retention period — how long files should be kept (e.g., 30 days, 90 days, 1 year)
   • Scope — apply the policy to all files, or limit it to a specific folder
   • File pattern (optional) — match only certain files by name or extension (e.g., *.tmp, *.log, backup-*)
4. Save

The policy takes effect the next time the daily cleanup runs.

Configuration options

Retention period

Set the number of days a file should be kept after its last modification date. Once that period passes, the file is eligible for cleanup. Common choices:

• 30 days — for temporary files and short-lived data
• 90 days — a good default for general cleanup
• 365 days — for files you want to keep for a year before automatic removal

Scope

You can apply a policy to your entire account or to a specific folder. Folder-scoped policies are useful when you have a dedicated folder for temporary uploads or incoming transfers that you don’t need to keep long-term.

File patterns

Optionally, narrow down which files the policy applies to by matching against file names or extensions:

• *.tmp — only temporary files
• *.log — only log files
• backup-* — only files whose names start with “backup-”
• Leave blank to match all files in the scope

Use cases

• Clean up temporary files automatically. If you use GolemDrive as a staging area for transfers, a 30-day retention policy on your “Incoming” folder keeps things tidy.
• Comply with data retention requirements. Some organizations need to delete data after a defined period. A retention policy automates that process.
• Free up storage without manual cleanup. Instead of periodically going through your files and deleting old ones, let a policy handle it. Your storage stays under control without any effort from you.

What happens when a file is removed

1. The file is moved to Trash
2. It stays in Trash for the standard trash retention period (30 days by default)
3. After that, it’s permanently deleted

This two-step process means you have time to recover files if a retention policy catches something you still need. Check your Trash regularly if you have active retention policies, just in case.

Managing your policies

You can view, edit, or delete your retention policies at any time from Account > Retention Policies. Changes to a policy take effect on the next daily run. Deleting a policy stops it immediately — files that haven’t been moved to trash yet are safe.

Tips

• Start conservative. If you’re unsure, set a longer retention period first (like 365 days) and shorten it later once you’re confident the policy is catching the right files.
• Use folder scoping. Rather than applying a policy to your entire account, target specific folders. This prevents accidental cleanup of files you actually want to keep.
• Check Trash after enabling a new policy. After your new policy runs for the first time, take a quick look at Trash to make sure it removed what you expected and nothing else.
• Policies don’t affect shared files. If a file has active share links, you’ll want to revoke those shares before the file is deleted by a retention policy.