Deletion Rule

Productions are automatically deleted 3 years after their technical creation date (to be distinguished from the production start date).
For example, a production created on January 1, 2024, will be deleted on January 1, 2027.

This deletion concerns:

• All media files (photos, videos)
• The associated thumbnails
• The styling data
• The production briefs
• The reporting data

What is retained:

• The catalog data
• A visual pictogram indicating that a file existed in the Media Library and in the catalog.
• The stock data

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The Excel file of the catalog shows the previous statuses, that is, before the automatic deletion of visuals. You keep better traceability.

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Notifications and Alerts

Alert on Production

Starting from 2 years and 9 months from the production creation date, an alert message appears directly on the concerned production. This message indicates the exact date of final deletion.

Be careful: if you add files to it, they will be deleted at the same time as the production.

Monthly Reminder Email

Administrators receive a summary email on the 5th of each month listing all the productions that will be deleted in the next two months. Productions can be active or archived. The Access button allows access to the homepage which will be pre-filtered on the soon to be deleted productions active. If needed, it is possible to select the See archived productions filter as well.

Filters in the Interface

For producers, from the homepage, the See soon to be deleted productions filter is available in the list of productions (active and archived). An alert pictogram is present on the concerned productions.

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For brand access, the feature is found on the Production page, accessible by clicking on the See + production link from the homepage.

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In the Media Library, the filter is available to identify the media that will soon be deleted. You can then download them.

Impact after Deletion

Deleted Files

Once the production is deleted, the impacts on the files are as follows:

• Media Library: The files are no longer available for download, the thumbnails are replaced by pictograms. When a search leads to deleted files, the Deleted Files button appears to identify them. They are not selectable.‍
• API: The status Flushed (50) is attributed to the production.
• Reporting: The data are deleted from the Media, Reference, and Comments reportings.
  In case of using the Logistics module, the deletion of files does not lead to the deletion of stock data and logistics movements.
  Note: a reference can have files on several productions. Only the data of the deleted files lead to the deletion of reporting data. The data related to files still present in Grand Shooting are preserved.

Deleted Looks

The looks created in the Styling section are also deleted after 3 years.

Frequently Asked Questions

• ‍Can I recover files automatically deleted?
  ‍No, once the deletion is performed, the files are no longer recoverable. That's why several alerts warn you in advance.

• What happens if I reactivate an archived production close to deletion?
  The deletion date remains unchanged. If your archived production is to be deleted soon, reactivating it does not extend the 3-year period.
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• ‍How do I know which productions will soon be deleted?
  ‍Use the See soon to be deleted productions filter in your list of productions or check the alerts directly on the concerned productions.
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• Does this deletion affect my catalog data?
  ‍The catalog information is retained with pictograms to maintain the history of your productions.