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Data purging/deleting

  • 1.  Data purging/deleting

    Posted Nov 16, 2020 02:56 PM
    Currently new to being Dynamics GP administrator.  We purge data each year for all data that is 7 years old and meets our record retention specifications.  Anyone have any good documentation or could point me in the right direction to make sure this is done correctly?

    Tami Syse
    Manager - Accounting
    Wisconsin Milk Marketing Board, Inc.
    Madison WI
    Academy - Online Interactive Learning from Experts

  • 2.  RE: Data purging/deleting

    Posted Nov 17, 2020 01:18 AM
    Dynamics GP has the utilities to delete records from GP and the "how to" of these tools are in the standard manuals that come with the GP install, but they are individual by module and have very basic functionality. Please be aware that the GP delete will do exactly that, it will delete all the records entirely.
    If you are going to use this, I would suggest that you take a backup of the database first, label it for the year of your delete, ensure that the backup is a good one and finally take the brave step of deleting your records.
    This is not really answering the question directly but if you have the opportunity, you could consider the Company Data Archive from Professional Advantage. It moves the records you no longer need into an archive company that you can still reference if you realize that there is something you need to look up. This has the advantage that you can be more agressive with your archive strategy and keep your operational GP "light" and also means that you can just backup your archive database with a year identifier and then purge records completely from there.

    David Joosten
    IT Executive
    Premier FMCG (Pty) Ltd

    Academy - Online Interactive Learning from Experts

  • 3.  RE: Data purging/deleting

    Posted Nov 18, 2020 02:39 PM
    Hi Tami,

    Per David's comment, Company Data Archive (CDA) would allow for you to move all of your historical GP data from your 'production company' to an 'archive company' without permanently deleting it.

    By moving data out of production, you'll start to see your live GP processes start to speed up again, as well as your user's day-to-day GP use. All while being able to reference back to the 'archive company' for historical data. In the 'archive company' users still have the ability to report, run inquiries, smartlists, etc. on your historical data.

    We also offer a "purge" feature within CDA. So if users ultimately do decide they want to permanently delete data, they can do so with our module as well.

    If you have any questions or would like to see a demo on CDA, I'd be happy to help with that. Please feel free to email me:

    Griffin Swanson
    Channel Product Manager
    Professional Advantage
    Greenwood Village CO

    Academy - Online Interactive Learning from Experts

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