Set classification of a data room and default classification for new files uploaded there

Each file in DRACOON has a classification, e.g. can provide information about the confidentiality level of a file and determines whether a password must be set when the file is shared (provided that the corresponding guideline ffor shares has been defined by the configuration manager).
By default, data rooms and files in DRACOON receive the classification "Internal". As a room administrator, you can set a different classification for your data room, which will then also become the new default classification for files uploaded to the data room in the future. For example, it may make sense for files in a data room with highly sensitive content to have the classification "Strictly Confidential" by default.

To set the classification for a data room and the default classification for files uploaded to the data room in the future:

1. Open the data room for which you want to set the classification and default classification for new files uploaded there.
2. Click the ‍ button to the right of the path navigation bar and then click Settings in the menu:
3. Click the checkbox next to Default classification and select the classification that all files uploaded to the room in the future should receive by default:

• The selected classification also applies to the data room itself and is displayed in lists next to the data room as a color symbol.
  
• Dhe default classification applies only to files that will be uploaded to the data room in the future. Files already in the room that were uploaded earlier retain their previous classification.
• The default classification is assigned only when files are uploaded to the data room. If files that are already in DRACOON are copied or moved to the data room, they keep their previous classification.
• The default classification is not binding: users of the data room can change the classification of a file as they wish after uploading it (as long as you have the edit permission in the data room).

Set default expiration period for all files of a data room or remove expiration date from all files of a data room

If you as a room administrator want to limit the maximum time that files are allowed to exist in a particular data room, you can specify a default expiration period for all files in the data room. All files that already exist and will be uploaded to the data room in the future will then always automatically receive a binding expiration date that corresponds to the default expiration period you specify and will automatically be irretrievably deleted from DRACOON once this period has elapsed.

Example: You set a default expiration period of 90 days for files in the data room; all files in the room then receive an individual expiration date, which - based on the creation date of each file - is 90 days in the future in each case.

Before you set a default expiration period for a data room, consider this:

To set a mandatory default expiration period for all files in a data room:

1. Open the data room for which you want to set the default expiration period for files in the room.
2. Click the ‍ button to the right of the path navigation bar and then click Settings in the menu:
3. 
4. In the Automatic file expiration section, click the Change button.
5. Enable the Automatically expire files after option and in the field to the right of it specify the number of days you want files to exist in the room for at most:
6. The default expiration period has the consequence that all files that already exist in the space longer than the number of specified days are automatically irretrievably deleted. To point out this serious fact, DRACOON displays a corresponding warning. To signal that you are aware of the effect, move the security slider all the way to the right and click Confirm.
7. All files in the data room are automatically assigned an expiration date, which - based on the respective creation date of a file - is the number of specified days in the future. Files older than the specified expiration period are automatically deleted within the next few minutes and cannot be restored.

• If files in the data room already have an expiration date, this will be overwritten by the new default - even if the previous expiration date of the file was less far in the future than the new default..
• If you activate the option Do not use default expiration period for files instead of the option Files expire automatically after in step 4 above, all files in the room will not receive a default expiration date; if files in the room already have an expiration date, this will be removed - all files in the room will then remain stored indefinitely (unless they are later assigned an individual expiration date again by a user).

Set retention period for items in the recycle bin of a data room

Each data room in DRACOON has a recycle bin into which files and folders are moved when they are deleted. In addition, each time a file is changed, the previous version of the file is saved in the recycle bin. Files and folders can be restored from the recycle bin as long as they are still there.

SBy default, Recycle Bin contents are kept indefinitely. While this allows recovery of files from far back in time, it can take up a lot of space in the dataspace over time - this is especially relevant if the available space for the dataspace has been limited (the contents of the recycle bin count towards the used space).

There are three ways to free the space occupied by recycle bin contents:
1. Emptying the recycle bin
2. Targeted final deletion of trash contents that are no longer needed
3. Set a retention period after which recycle bin contents are automatically deleted.

To set the desired retention period for the trash contents of a data room:

1. Open the data room for which you want to set the retention period for recycle bin contents.
2. Click the ‍ button to the right of the path navigation bar and then click Settings in the menu.
3. 
4. To limit the retention period for the room's recycle bin contents, click the round radio button in front of Day(s), and then change the default of 30 days as needed.  If, on the other hand, you do not want recycle bin contents in the room to be deleted automatically after a certain time, activate the option Unlimited.

   Files that are automatically deleted from the Recycle Bin after the retention period expires cannot be restored.

   The recycle bin is cleaned up once an hour. So it can take up to 60 minutes after changing the retention period before it becomes active.