Periodic Maintenance Tasks - Purging Obsolete Information

Periodic Maintenance Tasks - Purging Obsolete Information Version

This topic discusses:	Links to related topics:
Overview - Security Running a weekly purge Viewing batch jobs Clearing completed batch jobs.	Scheduling batch jobs Setting up and maintaining users Create organizations and departments Importing vendor data Changing your password Changing your out-of-office status Identifying buyers and set up approver groups Requisition approval processing by cost, commodity code and item type Setting tolerances for invoice matching
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Overview

This topic describes how to purge obsolete information that appears in your system lists. The focus is on manual purges. You can also create a schedule for running purges automatically.

Here are the retention times the system uses in determining what to remove from the database:

Table 1 - Retention Times for ERP Data

Type of Data	When Status is...	Purged when older than (days):
Item exports	Download complete.	45
User activity	n/a	90
Reports	n/a	30
Patient ADT information	n/a	5
GL exports	Download complete.	60
EDI 810s	Processed and invoiced or deleted.	90
Async job history	Processed, no errors. The status must be Read.	30
Notifications	n/a	30
Imports	Specific imports, e.g., mobile unit uploads, requisition imports: Purge occurs when the import Status is Complete. All imports: Regardless of Status, when the Create Date of the import is > 120 prior days.	45 120
Pick lists	Confirmed.	45
Patient charge exports	Download complete.	45
PO exports	Download complete.	45
Advance replenishment exports	Download complete.	45
Invoice exports	Download complete.	45
Par cart/order guide mass maintenance jobs	Complete.	30
AP transaction exports	Download complete.	45
EDI 855 (confirmations) imports	Acknowledge Date + 30 days	30
EDI 832 (vendor catalogs)`	Start Receive date + 30 days	30
Mobile (iPad) application User Notes and other completed data	N/A	28

Use the procedure below to run a purge manually. Use the Job Scheduler to run the purge process automatically as a scheduled batch job.

Par Cart Orders Imported from Mobile Devices

Completed par cart orders imported from mobile devices are automatically purged from system servers after 45 days.

Security

Users must have Administrator privileges to be able to run purges: the role object "Administration" must be set to All in the assigned role (usually, Admin).

To purge old data manually:

From the main Contents, select Work in Administration > Administration > Weekly Purge.
You are asked if you would like to run the weekly purge.
Click Yes.
The old data is deleted.

To view batch jobs and clear completed jobs:

the system performs many activities as "batch" jobs. You can view batch jobs that the system has run. You can also delete batch jobs.

From the main Contents, select Work in Administration > Administration > Open Batch Jobs. The current list of batch jobs is displayed.
To clear any batch job and remove it from the list, select Clear Job (or Menu > Clear Job). the system displays any relevant messages.
Select Mark as Read. The job disappears from the list.

To set up a schedule for running a batch job that purges information, see To schedule purges.