---
sourceDocument: Australia ServiceNow AI Platform Administration
sourceDocumentLink: https://servicenow-prod.fluidtopics.net/r/platform-administration

 Release :

    - australia

ft:locale :

    - en-US

ft:publication_title :

    - Australia ServiceNow AI Platform Administration

ft:clusterId :

    - platadm

bundleId :

    - platadm

workflow :

    - Platform


---

# Explore

# Exploring Data Management {#ariaid-title1}

Release version: Australia  
Updated March 12, 2026  
![](https://www.servicenow.com/docs/portal-asset/ico-clock) 3 minutes to read
Summarize  
![AI sparkle icon](https://servicenow.com/docs/portal-asset/ai-sparkle-icon) Summarized using AI  
This content was generated using new OpenAI-powered functionality. Results are provided on an as is basis and are not guaranteed to be accurate or complete.  

## Summary of Exploring Data Management

The Data Management capabilities in the ServiceNow AI Platform help you control and optimize the growth of table data within your instance.
By defining data management policies, you can set rules to archive or delete data, visualize your storage consumption, and maintain efficient data usage.
This ensures your instance remains performant and compliant with storage limits.
Show full answer Show less  

## Key Features

* **Data Management Policies:** Configure rules for specific tables to archive older records or delete unnecessary data automatically.
* **Storage Visualization:** Get a summary of storage consumption across your instance to identify high-usage tables.
* **Archiving and Cleaning:** Move older records to archive tables or delete them periodically through table cleaner rules.
* **Safe Record Handling:** Preview and update or delete records safely within the Core UI to avoid data loss or errors.

## Key Outcomes

Instance administrators benefit from the ability to monitor data growth and storage usage continuously, enabling proactive management of data consumption. By applying archive and table cleaner rules, they can reduce storage usage effectively and maintain system performance. These capabilities provide a streamlined workflow to investigate storage issues, implement data retention policies, and verify results through ongoing monitoring.

## Practical Use for ServiceNow Customers

As a ServiceNow customer, you can use Data Management to:

* Identify which tables consume the most storage and address unexpected data growth.
* Create and apply data management policies to archive or delete data based on age or other criteria.
* Ensure compliance with storage limits and optimize instance performance.
* Monitor storage consumption trends and adjust policies as needed.

These features empower you to maintain a healthy data environment, prevent storage overages, and support efficient instance operations.  
Learn about Data Management capabilities and how they help you manage table data in the ServiceNow AI Platform.

## Data Management overview {#exploring-data-management__section_xhz_nm2_bbc}

The Data Management capabilities enable you to manage the growth of data in your instance using data management policies.

* Define and access a set of data management rules for a table using a data management policy.
* Visualize a summary of storage consumption on your instance.
* Manage the growth of data on your instance by archiving and cleaning table data.
{#exploring-data-management__ul_t1t_jp2_bbc}

## Data Management users {#exploring-data-management__cf-exploring-parent-users}

{#exploring-data-management__table_bhy_xfw_sbc__entry__2}

| User | Description |
|-|-|
| Instance admin | The instance admin monitors growth and storage of data on the instance. The instance admin configures data management policies to archive and delete older records. |
[Table 1. Users]

{#exploring-data-management__table_bhy_xfw_sbc}

## Data Management workflow {#exploring-data-management__section_yhz_nm2_bbc}

This infographic depicts how an administrator uses a data management policy to configure data management rules for a table and monitor data usage on an instance.
Figure 1. Managing data on your instance  
1. The instance admin monitors cloud storage entitlements and data usage at the account-level in Subscription Management.
2. The instance admin finds that one instance is consuming a greater amount of storage than expected and decides to investigate.
3. The instance admin logs in to the instance and analyzes which tables are consuming the most data by viewing the Data Management Console. The instance admin notices that two tables are consuming more data than expected.
4. The instance admin reviews the data management policies for the tables in question. One of the tables has never been archived or cleaned before, so the instance admin creates a data management policy for this table.
5. The instance admin determines that older records in one of the tables can be moved to an archive table. The instance admin creates multiple archive rules using different criteria to move data from the primary table to an archive table.
6. The instance admin decides that older records in the other table aren't needed after a certain date. The admin adds a table cleaner rule to the data management policy that deletes records from the table periodically as the records age out.
7. After the archive and table cleaner jobs are finished, the instance admin continues to monitor the Data Management Console to verify that data consumption is reduced and continues to monitor the top 10 tables.
{#exploring-data-management__ol_asb_hs2_bbc}

## Data Management benefits {#exploring-data-management__section_b3z_nm2_bbc}

{#exploring-data-management__table_c3z_nm2_bbc__entry__3}

| Benefit | Feature | Users |
|-|-|-|
| Monitor data usage on your instance over time | [Analyzing data usage on your instance](https://servicenow-prod.fluidtopics.net/Fp4gfLdNP~RNTm1cWQUjnA "View a summary of storage consumption and analyze data usage on your current instance over time in the Data Management Console.") | Instance admin |
| Archive older records | [System Archive](https://servicenow-prod.fluidtopics.net/XGBitdVNdjRuBmAjtXEH1w "System Archive enables you to manage table growth by moving inactive records out of primary tables into dedicated archive tables within the same instance.") | Instance admin |
| Delete older or unwanted records automatically | [Table cleaner](https://servicenow-prod.fluidtopics.net/KVA15VH8mPuzIpzT6~rlOQ "Table cleaner rules enable you to manage data growth in tables and prevent them from growing to an unmanageable size by deleting records automatically.") | Instance admin |
| Preview and update records safely | [Updating records safely in Core UI](https://servicenow-prod.fluidtopics.net/P8b0nsNXTlIIoUXxK1D3zA "Update several records simultaneously without using scripts by creating and executing a batch update job.") | Instance admin |
| Preview and delete records safely | [Deleting records safely in Core UI](https://servicenow-prod.fluidtopics.net/subdcEvQ5NqnZ1n_~br4Ew "Safely delete records from a table without using scripts and without deleting the table by creating and executing delete jobs.") | Instance admin |
[ ]

{#exploring-data-management__table_c3z_nm2_bbc}

## What to explore next {#exploring-data-management__cf-exploring-parent-links}

To learn more about using Data Management, see:

* [Analyzing data usage on your instance](https://servicenow-prod.fluidtopics.net/Fp4gfLdNP~RNTm1cWQUjnA "View a summary of storage consumption and analyze data usage on your current instance over time in the Data Management Console.")
* [Managing data growth in Core UI](https://servicenow-prod.fluidtopics.net/hYGbXCiGx9wbACbAnJhGSA "Manage the growth and storage of data on your instance by creating data management rules in Core UI.")
* [Updating records safely in Core UI](https://servicenow-prod.fluidtopics.net/P8b0nsNXTlIIoUXxK1D3zA "Update several records simultaneously without using scripts by creating and executing a batch update job.")
* [Deleting records safely in Core UI](https://servicenow-prod.fluidtopics.net/subdcEvQ5NqnZ1n_~br4Ew "Safely delete records from a table without using scripts and without deleting the table by creating and executing delete jobs.")
* [Data Management reference](https://servicenow-prod.fluidtopics.net/OZi7DhSYMo3oX9X9dgG1ew "Reference topics provide information about system properties and data limits.")
{#exploring-data-management__ul_fhy_xfw_sbc}