Storage, retention and deletion
Understand storage limits and preserve important data before plans, memberships or agents change.
What uses storage?
Storage is not just the original documents in the Knowledge Base. Workspace uploads, chat and agent files, generated results and supported retained copies can contribute to usage. Read the usage shown for your organization and, where configured, your personal file allowance.
A company limit and a personal limit are separate: remaining company space does not override a smaller personal allowance. Hard limits can reject a new upload or generated file. The error and plan controls tell you whether to free space or request an upgrade.
Source files versus synchronized knowledge
A connector's original remains at the source provider. CogLake may need a copy for processing or preview; indexed content, references and metadata are separate from that original. Depending on the source and processing policy, an original copy can be temporary. Do not assume that all input documents are discarded or that all originals are retained forever.
For an unavailable original, check source access and connection health. An existing search result is not proof that the provider file is still downloadable.
Plan changes and trial expiry
| Change | What to consider |
|---|---|
| Trial expires | The displayed recovery period allows time to choose a plan; trial data is retained for 30 days after expiry before eligible cleanup |
| AI Workspace access ends | Existing chat history can remain readable; new AI work and chat export are not available without the required entitlement |
| Subscription becomes read-only | Actions depend on the affected feature; check the plan message instead of assuming every export is still allowed |
| Plan is reactivated | Access should return under the current plan; a separate administrative suspension is not automatically lifted |
| User is deactivated or removed | Sign-in/membership and ownership have different effects; review affected data and jobs first |
The recovery deadline shown by the application is the one to use for your account. A retained record is not a promise of an unlimited backup or permanent restore.
Before deleting
- 1Review affected data
- 2Save permitted copies
- 3Check dependent jobs
- 4Read the confirmation
- 5Delete only the intended item
Deleting an agent removes its managed data and files. Removing a connector can also remove its synchronized knowledge from CogLake; it does not delete the provider's original files. Review the specific confirmation before acting.
Changing a memory folder keeps the former memory files. See memory storage when you need to remove those copies too.
Audit history and backups
Audit evidence has separate retention controls from document or chat storage. Authorized administrators can review the configured period; the initial audit setting is six months, with automatic cleanup disabled until configured. A legal hold can prevent cleanup.
Backups are a recovery mechanism, not a user-facing recycle bin. Contact the responsible operator for restore scope and availability. Deleting live data and expiry of retained backup copies are different processes.