Ideas for Acumatica

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Archiving, Purging and Data Storage Management

Need: Add the ability to archive or purge historical transactions and/or attachments based on user-defined parameters and needs.  Archival would maintain access and reduce disaster recovery requirements.  Purge would eliminate the selected objects from the application and database.

 

Scenario #1:

Customer has 10 years of data and they are not required to keep detail transactions and attachments past a certain point in time.  They wish to reduce storage utilization by purging a specific set of transactions and attachments by module and period range.  The customer, in this case, would like to purge all attachments older than 7 fiscal years and detailed transactions older than 9 years from all modules except GL.  Please note that summary GL balance information for the purged transactions would remain available.

 

Scenario #2

Customer has 10 years of data and their attachments storage has ballooned to 36 GB.  They need to have access to these transactions and attachments but past a certain date, they are not business-critical and do not require that same level of disaster recovery.  The customer, in this case, would like to archive (keep available but reduce the disaster recovery needs and costs). Offloading a subset of the attachments to an external storage provider is a consideration.

 

Scenario #3

The customer is a heavy user of Project Accounting and has attached a large number of documents to historical projects.  Company policy only requires that they maintain attachments for active projects and projects completed in the past 3 years.  The customer would like to purge all attachments for completed and inactive projects older than 3 years based on End Date or other parameters.  This customer has a similar needs to Expense Claims.

 

Suggested Solution

Provide a facility that allows user to;

  1. Purge historical transactions by module and period with an option to retain detail GL detail and/or summary. Example: delete AP detail for 2 years and maintain related GL Detail and Summary for the same period.
  2. Utilize mixed storage of transactions and attachments by module and period based on recovery needs.
    1. Specify attachments from a module within a range of periods to be placed on an external storage provider (Azure or Amazon) and link to transactions in Acumatica. All other transactions would remain in the Acumatica database. New attachments would be placed in the Acumatica database.
    2. Specify transactions from a module within a range of periods to be placed in a separate tenant and removed from the main tenant. The separate tenant would not require disaster recovery. Balance information for these transactions would remain on the main tenant for financial reporting purposes. The storage cost for the archive tenant would be at a reduced rate.
  3. Purge attachments by modules, screen and period.
    1. Specify either an entire module or a particular screen from which to remove attachments by either an associated transaction date or the date the document was added to the system.
  • Joel Gress
  • Dec 12 2019
  • Future consideration
  • Attach files
  • Tim Rodman commented
    December 14, 2019 22:49

    Maybe this idea should be merged? https://feedback.acumatica.com/ideas/ACU-I-260

  • Freeman Helmuth commented
    December 23, 2019 21:16

    Too add to this, it would be very nice to be able to truly "purge" databases from audit trails & tables that have the DeletedDatabaseRecord column.

    I'm purging DeletedDatabaseRecord=True rows with an SQL script right now, but some kind of an admin function to do this would be very nice.

  • Freeman Helmuth commented
    December 23, 2019 21:18

    Can't edit comments

    *To

     

    Also want to mention, this is specifically when cleaning up a company for go-live