Data retention policies and storage limitations

Summary

Attachments without signature - 2 years

Attachments without signature are stored for at least 2 YEARS . This means:

• Pictures of the yard operator app (pictures might be downsized to 16 MP / 5 MB)

• Workflow documents without signature

• Miscellaneous attachments

If you need these attachments longer than 2 years, you can either buy extended storage or export them.

We support different ways of exporting attachments:

• Manually in the UI

• By requesting the documents through the API (e.g. to sync with an ERP system)

• In the future we can provide a possibility to push documents to 3rd party systems using webhooks

No bulk export of files

Currently, the only way to manually export files is by opening them one by one. A bulk download is possible by request to Peripass support.

Workflow documents with signature - 7 years

Workflow documents with signature are stored for 7 YEARS .

IP camera pictures (= Local attachments) - Configurable

Local attachment such as attachment of IP camera’s are saved in the local network where the IP camera’s are running. The RETENTION IS CONFIGURABLE per Local Action Worker and can be chosen by the customer based on the memory available on the server that is used to host the trigger service.

Local attachments are NOT saved in the cloud

It might look like attachments are stored in the cloud, as you can open them from the management portal UI. However, when you open an local attachment Peripass will fetch the attachment from the local server.

Other data - 10 years

All other data (fields of a visitor / asset / task) is stored for 10 years.

Extended storage for images captured by the Yard Operator App

When would you need this?

• When you want to use the Yard Operator App to take pictures of official documents like CMR documents.

Main idea

It is possible to extend storage of Yard Operator App pictures, to save them up to 10 years after capture. As the storage cost is subject to change, we want be very transparant in our pricing and we will invoice per TB storage used. Some principles:

• The first 2 years of storage are free. Thus, we will only count the storage cost of pictures that are older then 2 years.

• To simplify administration:

  • The invoice will be created per units of 3TB. The cost is currently roughy +- 30 euro / month per 3TB.

  • We will invoice once per year. The storage at the end of the year is used to calculate the cost of the full year.

• It is not possible to choose specific pictures for which extended storage is needed and/or how long to store them. If you want to extend storage, it will always be for all pictures and for all 10 years.

Pricing is subject to changes of storage cost. Please refer to https://azure.microsoft.com/en-us/pricing/details/storage/blobs/:

• redundancy: GRS

• Region: West Europe

• Currency: Euro

• Type of storage: pay-as-you-go, cold storage

Example

• If you have 150 trucks a day, you take 4 pictures per truck and you work for 220 days per year, you will take 130k pictures per year.

• If you store pictures for 10 years, you will have to pay for 8 extra years (the first 2 years of storage are free). This means within 10 years you will have 1,30 mio pictures of which 1,04 in your extended storage.

• An average picture of 12 megapixel needs roughly 4 MB of storage. Thus, 1,04 mio pictures, will need 4,16 TB of storage.

• 4,16 TB of storage will cost you roughly 60 euros per month (storage is charged per package of 3TB).