Purge Old - Explained

UnderThe the Admin Options menu, click on "Purge Old Data" feature in OPS-COM allows administrators to remove inactive historical records from the system. This process is essential for maintaining database efficiency, improving system performance, and ensuring that your data remains relevant and manageable by automatically archiving or deleting old, unused information. The only records that will be purged are ones that have not had any activity associated with them for more than 7 years.

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Using this Feature

1. Click Tools, Purge Old Data.

When you click on 'Purge Old Data', the system initiates a process to identify records that meet the purging criteria.

1. Upon activation, a progress bar will appearappear, indicating the number of records tobeing beidentified purgedfor aspotential itpurging. findsThe them.
   system

   

   compiles

   Aa list is formulated of any user activity,activity and any associated record updates that have occurred inwithin the last seven years.years.

2. The

   compiled "activity list" determines which data to exclude from the purge. The script then proceeds to purge any data that is not on this active list.

3. To complete the process,process and execute the purge, click on Purge these records.

An

Aimportant recordbusiness canrule remainis dormantthat for 6 years and aany small update or activity on a record will restart"restart" theits 7-year clock.
Theclock, meaning the record will then be excluded from purging for another seven years from that last activity list is used to determine what to exclude from a purge. The script then purges any data that is not on the activity list.date.

What getsGets purged?

Purged?

The following record types will getbe purged if therethey hashave beenhad no activity in the last 7 years:years:

• User profiles
• Vehicles
• Violations
• Permits
• Appeals
• Temp Permits
• Payments
• Lockers
• Access Cards
• Gate Events
• Refunds
• Waitlist Records
• User History

What Does NOT Get Purged?

The following record types will NOT getbe purgedpurged, regardless of thetheir last updated date:date, ensuring the retention of critical historical and incident-related information:

• Incident Users
• Contact History
  

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Best Practices & Considerations

• Understand the 7-Year Rule: Remember that any interaction or update restarts the 7-year inactivity clock for a record. This ensures that records with recent activity, even minor, are preserved.
• Performance Benefits: Regularly purging old data can significantly improve system performance by reducing database size and speeding up searches and reports.
• Data Retention Policies: Ensure this purge process aligns with your organization's data retention policies and legal compliance requirements.
• Historical Context: Be aware that while purged records are removed, essential incident and contact history data remains for long-term reference.
• Schedule Appropriately: Consider running this purge during off-peak hours to minimize any potential impact on system users, although the process is designed to be efficient.