Overview
Managing ERP data from start to finish is streamlined with the Archivist’s purging and archiving policies. These policies can be applied globally or customized for different types of data. With options to set time frames—ranging from days to years—businesses gain clear control over their data management processes.
Archivist includes a built-in scheduler that automates archiving and purging tasks. Safeguards are integrated to ensure no data is archived or deleted without proper approval.
Archiving and Purging data with Archivist enhances system performance, reduces storage costs, and speeds up disaster recovery. Data retention policies ensure regulatory compliance while mitigating legal risk and cybersecurity risk due to data over-retention.
Policies
Archival Policy
This policy outlines how data is moved from active use to long-term storage. Archivist archives data that is no longer actively used but still holds value for reference or compliance purposes.
| Data | Policy |
|---|---|
| Logs | 7 Days |
| Work Orders | 6 Months after close |
| Sales Orders | 12 Months after close |
| All Other | 2 Years after close |
Retention Policy
The retention policy dictates how long archived data is kept before disposal, typically driven by legal, regulatory, and business needs.
| Data | Policy |
|---|---|
| Employee Master | Dispose after 10 years of inactivity |
| Sales Orders | Dispose after 7 years of close |
| Work Orders | Dispose after 3 years of close |
Security Controls for Purging and Archiving
Archivist offers several controls to protect against premature data archiving, purging, or disposal.
Security
Only users with designated security access can modify policies, run jobs, or dispose of existing archives.
Approval
When set up, the Archivist’s built-in approval workflow supports the segregation of duties. For example, approval may be required before a user can change policies, run jobs, or dispose of archives.
Conclusion
Effective archiving and purging policies are essential for managing data throughout its lifecycle. By implementing robust policies and controls, Archivist helps organizations maintain retention compliance, protect sensitive information, reduce risk from over-retention and optimize storage resources.
