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Purge Old - Explained

The Purge Old Data feature in OPSCOM 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 7seven years. Its primary purpose is to maintain database efficiency, improve system performance, and ensure data remains relevant by clearing out old, unused information. This article is intended for OPS-COM administrators responsible for system maintenance and data retention.

Setup

and Configuration

This feature is a core administrative data maintenance tool and requires no specialized initial setup to enable.

Admin Side: Administrators must have the appropriate system permissions enabled to access the data maintenance tools and execute a system purge.

User Side: This feature is strictly a backend administrative tool and is not accessible to end-users on the portal.

Using this Feature

Administrators can use the following instructions to generate a list of inactive records and execute the system purge.

Executing a Data Purge

  1. 1.Hover Clickover Tools, then Purge Old Data.

    When youand click Purge Old Data, to initiate the systemidentification initiatesprocess.

    a
    2. process

  2. Wait for the progress bar to identifycomplete records that meetas the purging criteria.

    1. Upon activation, a progress bar will appear, indicating the number of records being identified for potential purging. The system compiles a list of any user activity and associated record updates that have occurred within the last seven years.years.

    2. The compiled "activity list" determines which data to exclude from

      Review the purge.system Theprompt scriptindicating thenthe proceedsnumber toof purgeinactive anyrecords dataidentified thatfor ispotential notpurging.

      on this active list.
    3. To

      Click the Purge these records button to complete the process and execute the purge,deletion clickof Purgeany thesedata records.not found on the active list.

    An important business rule is that anyAny small update or activity on a record will "restart"automatically restart its 7-seven-year clock,clock. meaningThis business rule ensures that the record will then beis excluded from purging and preserved for another seven years from that last activity date.

    WhatPurged GetsRecord Purged?Types

    The following record types will be permanently purged if they have had no activity in the last 7seven years:years:

    • User profiles

    • Vehicles

    • Violations

    • Permits

    • Appeals

    • Temp Permits

    • Payments

    • Lockers

    • Access Cards

    • Gate Events

    • Refunds

    • Waitlist Records

    • User History

    WhatRetained DoesRecord NOT Get Purged?Types

    The following record types will NOT be purged, regardless of their last updated date, ensuring the retention of critical historical and incident-relatedlong-term information:

    • Incident Users

    • Contact History

    Best Practices &and 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 oldReview data canretention significantlypolicies: improveAdministrators systemshould performance by reducing database size and speeding up searches and reports.
    • Data Retention Policies: Ensureensure this purge process aligns with yourtheir organization's data retention policies and legal compliance requirements. Because purged data is permanently deleted, it is critical to confirm that your organization does not legally require records older than seven years to be held on file.

    • HistoricalSchedule Contextappropriately:: Consider running this purge during off-peak hours to minimize any potential impact on system performance. Although the process is designed to be efficient, scanning and deleting large volumes of historical data can temporarily draw system resources.

    • Acknowledge historical context: Be aware that while purged records are removed, essential incident and contact history data remains intact for long-term reference.

    • ScheduleThis Appropriately:ensures Considerthat runningmajor thishistorical purgeinteractions duringare off-peakpreserved hourseven to minimize any potential impact on system users, althoughif the processassociated isuser designedprofile toor bevehicle efficient.has been cleared out.

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