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. Others optionally choose to upgrade their storage capacity to store more data in their console.
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
If you click the global Settings menu in the lower left-hand part of your ion console, you will then be able to click on the Manage Capacity link.
From here, you can delete respondents that are in your console. The “delete respondents by date” option will allow you to delete respondents that are dated before a certain month/year. For example you can specify that you want to delete all respondents dated before January 2016. That would delete data for any visitor that had come to your pages before January 2016.
You also have the ability to delete respondents by IP address and geo-domain location as well.
At the bottom of the screen, you have the option to delete suspicious clicks through either an automated or manual process. For more information on suspicious clicks, click here.
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 might notice that you are over your allocated storage capacity. If you do, you have two main options:
- Contact your customer success 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).