This is a core concept
ion stores your respondent data until you delete it. Some customers store about 4 months worth of data at any time (this is the standard amount of storage included with your ion subscription), deleting anything older than 4 months. Other optionally choose to upgrade their storage capacity to store more data in their console. We have storage options for up to 50 million respondents!
Why do you need the stored data? Great question! Ion generates all the real time Performance reporting gauges based on this data. When you delete your stored data, you delete the data from the associated gauges and reports.
We find storage needs to be unique to each customer. Some customers like to delete data and store the 4 months that is standard (that means at any time, their real-time gauges will be showing data on about 4 months worth of respondents). Other customers prefer to never delete. It's up to you!
How to Delete Respondents
Under the global Settings menu, click on the Manage Capacity menu item. You can delete respondents that are in your console. The delete option will allow you to delete respondents that are dated before a certain month/year. For example you can specificy that you want to delete all respondents dated before January 2012. That would delete data for any visitor that had come to your pages before January 2012.
You also have the ability to delete respondents by IP address and geo-domain location as well.
If you have an entire campaign that is inactive, you can delete all respondents managed in the campaign under Campaign Resources > Delete Respondents on the "campaign management" screen.
NOTE!-->Exercise extreme caution when deleting respondents. Once respondents have been deleted they cannot be recovered. We recommend pulling a raw data export file and any reports needed to archive performance results before deleting respondent data.
What to do if you are "at" or "over" capacity....
On your ion dashboard you may notice a gauge that shows your capacity. You may notice that you are at or over capacity if you are exceeding your current storage allowance (reminder, storage allowances are defined in your particular subscription agreement and you can always upgrade storage allowances easily by contacting your account manager).
- Contact your account manager and move your capacity to the next tier. This will enable you to maintain more data over longer periods of time in ion.
Or, Delete old respondent records that are no longer in your active window of focus (see above).