---
title: Intelligence Storage & Retention — keep analytics data tidy
description: A friendly guide to the Intelligence Storage console. See how much space your derived analytics data uses, set how long it is kept, preview what a cleanup would remove, and reclaim disk — without ever touching your real business data.
product: TSync Intelligence 11.3.6
language: en
canonical: https://docs.tsync.pro/intelligence-storage/
source: https://docs.tsync.pro/llms.txt
---

# 🗄️ Intelligence Storage & Retention

**Keep your analytics data tidy — without ever touching your real business data.**

TSync's intelligence features (forecasts, replacement-cost estimates, currency-sensitivity figures) produce
**derived data** — numbers calculated *from* your invoices, stock and rates. Every time they recompute, they
write a fresh result. Over months that adds up. The **Intelligence Storage** console lets you see how much
space this derived data uses and keep it under control.

> **Where is it?** **Setup → Configuration Center → Intelligence Storage**, or go straight to
> `/admin/tsync_intelligence_storage`.

> **Important:** this page only ever affects **derived analytics data** (things the system can always recompute).
> It never deletes invoices, payments, stock, partners or any of your real records.

---

## What you see

- **Table volume** — one card per derived table, showing its size in MB (split into **data** and **index**) and
  the **real, exact** row count — current values vs older history. A card turns amber, then red, as a table grows
  past the warning and critical sizes you set.
- **Cleanup preview** — how many rows a cleanup would remove **right now**, with a per-rule breakdown, so there
  are no surprises before you click anything.
- **Cron run log** — the size of the background-job log and how fast it is growing (in the last 24 hours and
  7 days). This log is now kept tidy automatically too (see the policy below).
- **Recent runs** — the last calculations: which feature ran, when, how many rows it produced, and whether it
  succeeded.

---

## Keeping only what you need (retention policy)

The **Retention policy** is a small form where you decide how long each kind of derived data is kept:

- **Detailed history (days)** — how long to keep day-by-day historical results before thinning them out.
- **Cache (days)** — short-lived computed values.
- **Demo / test (days)** — any sample data created while trying things out.
- **Failed runs (days)** — how long to keep records of calculations that didn't complete.
- **Cron success / failed log (days)** — how long to keep the background-job run log. Successful runs are kept a
  short while; failed ones are kept much longer because they're useful when investigating a problem.
- **Max rows per run** and **Table warn / critical (MB)** — the thresholds that colour the volume cards.

Set the numbers that fit your business and click **Save policy**. Every change is recorded in the audit trail.

> The newest, *current* value for each item is **always kept** — retention only trims older history.

---

## Cleaning up

- **Run cleanup now** removes the rows the preview listed (expired history, old demo/cache, stale failed runs),
  in safe batches. You're asked to confirm first. It tells you how many rows it deleted.
- **Optimize tables** reclaims the disk space on the server.

> **Why didn't the size shrink after cleanup?** Deleting rows and *freeing the disk* are two separate steps. The
> database keeps the freed space **allocated to the table** until you optimize it — so right after a big cleanup
> the MB may barely move. That's normal. Click **Optimize tables** to actually reclaim the disk; the page then
> shows the size before → after, so you can see exactly how much was freed.

Both actions ask for confirmation, are recorded in the audit log, and touch only the derived analytics tables.

A daily background job also applies your retention policy automatically, so in normal use you rarely need to do
anything by hand — the console is there for when you want to check or speed things up.

---

## Exporting the numbers

Need the figures for a report or a colleague? The **Health** page
(`Setup → … → System health`) has per-section **Export** chips — pick **Intelligence storage** and download the
current sizes, retention settings and cleanup preview as JSON or CSV.