Advanced data management information

If you manage data within Ad Astra, it may be important to know the logic of how we determine which events to retain vs delete. The logic depends on two things:

• The last-known date for the event relative to the sync window (e.g., +0 to +30 days).
• Whether the event is still in the Ad Astra query results for the given window.

For the second item, an event might drop out of the Ad Astra query results for one of three reasons:

• it was deleted in Astra,
• it had a status change,
• or it was rescheduled in a way which put it outside of the sync window.

If an event drops out of the Astra query results we receive for the given room for any reason, we will either delete it or archive it.

• We will archive it but leave the event in Office365 when:
  • the room is configured to keep history
  • and the event's last-known date (which we have cached) now falls outside of the sync window.
• We will delete it from O365 and our local cache if its last-known date is within the sync window at the time it drops out of the Astra query results.

If an event we had previously archived reappears in the Astra query results, we will detect that, delete the version still in O365, and create the new version, effectively unarchiving it. An example of when this can happen: if a group of people have a meeting scheduled in Astra for last week (which is now outside of the sync window), but they missed it and want it to be rescheduled for next week (which would be inside of the Astra sync window). In that case, the event would be effectively unarchived.