General settings and data export

Settings → General holds your agency's site identity and its data export. Both are agency-wide: a change here affects everyone in the agency.

Site

Select Save to apply both. Branding (logo, colours, wordmark) lives on its own page under Settings → Branding.

Export your agency's data

Your agency owns what it puts into ROK. Export now builds one JSON file with every record your agency holds:

• content and its full history: items, revisions, published snapshots, comments, approvals, guide structure, tags, templates, binder configurations
• people and access: members with their names and emails, groups and their permissions, pending invitations, access-code labels and use counts, the access audit log
• field records: acknowledgments, quiz attempts, reading history, operator flags, favourites, checklist progress, completions
• recognition: badges (including the ROK catalogue badges you switched on or awarded), awards, points, levels and nominations
• settings, branding and your plan's limits

The file also lists every image, document, video and audio file you have uploaded, each with a download link.

Three things are deliberately left out or anonymised, because the file can travel further than the console does:

• Access-code values are omitted. A leaked export must not work as a join link. Generate a new code from People & access → Access codes if you need one.
• Search history is exported without the name of the person who searched. The Privacy Policy promises members that searches are only reported in aggregate.
• Notification receipts (who read which console notification) are exported without names.

Reading history keeps names, because your authorised staff can already see it.

Limits

• One export every 24 hours per agency. Until then the button is disabled and the page shows when the next export can be made.
• The download link lasts 24 hours. Within that time, and for as long as ROK still holds the file, the page shows Latest export with a Download button that issues a fresh link. It is always the newest export your agency made here, with the omissions above. An export ROK's platform team makes for your agency is kept separately and is never offered on this page.
• File links inside the export last 7 days.
• ROK deletes the export file 14 days after it was made. Download it and keep your own copy.

Every export is recorded in your agency's access audit log as Exported tenant data, with the name of the administrator who made it.

Reading history older than 400 days survives only as daily counts per item, so an export never contains who read what more than 400 days ago. See the Privacy Policy for every retention period.