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Retention Levels

The Retention Levels tab enables you to specify record retention information for functional areas. You can set values for retention type and time units. For a fuller look at archiving and its process, refer to the Archive Process Guide PDF in your documentation package.

Data is deleted from tables when obsolete database entries are purged during End of period processing. Data is deleted from usage tickets during end-of-period processing for equipment usage. Therefore, data is deleted during the first end-of-period processing AFTER the specified retention period has expired, not at the exact moment of expiration.

Detail View

The data fields in the Table management/Retention levels and actions section specify how long records of entries on tables are retained. Unless otherwise indicated, these fields are required.

Retention levels and actions Screen Group Data Table

Functional area

Functional area to which the records retention applies, such as ACCIDENTS. There are many items in this list. USER LOGGING has been added to the availability for archiving and deleting.

Retention type

The type of retention. This field has a list box:

You can archive data from the EMP_CLOCKIN table as follows:

Step 1.  Set Retention type to ARCHIVE.

Step 2.  Set Retain for to the number of days you want the information retained.

Step 3.  Save the setting.

Step 4.  Stop all services and perform the conversion again.

The conversion will create the archival tables in the appropriate instance based on the settings for the Archive database name (specified on the Options tab).

Step 5.  On the System Mgmt -> End of Period screen, select Purge obsolete database entries to purge or archive the entries.

Retain for

The length of time that the record is retained. If 0 (zero) is specified, the information is retained indefinitely. You may not enter a negative number. This field has a maximum field length of five characters.

If the Retention type field specifies either DELETE or ARCHIVE, this value must be 1 or higher.

Time unit

The unit of time that the record will be retained. The options are DAYS, MONTHS, and YEARS.