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GP Data Retention and Destruction Policy

  • 1.  GP Data Retention and Destruction Policy

    Posted Jun 22, 2021 04:23 PM
    Hello:

    Has anyone deleted historical GP data per the renetion standards? If so, what is the process to follow?

    Thanks,
    Monica

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    MONICA KACHE
    IT
    Texas Municipal Retirement System
    Austin TX
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    Academy - Online Interactive Learning from Experts


  • 2.  RE: GP Data Retention and Destruction Policy

    GOLD CONTRIBUTOR
    Posted Jun 23, 2021 08:19 AM
    To prevent the creation of orphan records in your database, I would look at a product called Company Data Archive which cleanly archives your data into another company.  The product has built-in logic so as to prevent the archival of open records.  It archives the data in another company but users are still able to view the data.  We are currently testing this product.

    https://www.professionaladvantage.com/products/company-data-archive/

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    Greg Wahl
    IT Applications Supervisor
    Owensboro Municipal Utilities
    Owensboro KY
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    Academy - Online Interactive Learning from Experts


  • 3.  RE: GP Data Retention and Destruction Policy

    GPUG ALL STAR
    Posted Jun 23, 2021 09:48 AM
    You certainly can delete data from the backend tables, but I would suggest using an archiving tool, as it takes care to remove all the related information into either archive tables within the company database or another database completely.  Then if you want to delete it from the archive there is less risk of something extra getting removed.

    There is also a "move to history" function within GP itself.  This is actually recommended behavior at the end of a fiscal year and has the primary purpose not of removing data entirely but moving it so that GP's lookups run faster.

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    Blair Christensen
    Database Administrator
    Oppenheimer Companies, Inc.
    Boise Idaho GPUG Chapter Leader
    GPUG All-Star
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    Academy - Online Interactive Learning from Experts


  • 4.  RE: GP Data Retention and Destruction Policy

    GPUG ALL STAR
    Posted Jun 24, 2021 08:21 AM
    @MONICA KACHE,

    If you search I have done summit sessions and a webinar on using the tools in GP to delete the data. It uses the same logic as the Company Data Archiver ISV, but removes the data. It will be gone, but once your retention time has come you do want to delete the data. The title was When it's time to purge data.​ Here is a link as well.
    https://www.gpug.com/viewdocument/sys10-when-its-time-to-purge-dat?CommunityKey=226aa0fe-2de7-41d2-8b52-8ef79d686de0&tab=librarydocuments

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    Bert Green
    GP Developer/GP Administrator
    Berger Transfer & Storage, Inc.
    Roseville MN
    GP2015/MR CU11
    GPUG All Star 2017
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    Academy - Online Interactive Learning from Experts


  • 5.  RE: GP Data Retention and Destruction Policy

    TOP CONTRIBUTOR
    Posted Jun 25, 2021 10:30 AM
    Hi Bert,

    Unfortunately, that content appears to be unavailable if you didn't attend Summit Phoenix. Is there another link you can provide?

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    Sandy Righi
    Senior Programmer Analyst
    Howard Hanna
    Mayfield Heights OH
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    Academy - Online Interactive Learning from Experts


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