E-Business on Solid Ground

Purging and Archiving

Rocky Mountain User GroupMarch 7, 2002

Brian Roberts

•What?•Why?•Why not?•Assess?•Review Data?•Solutions•Lawson Purge Programs

Purging and Archiving

What—Purging & ArchivingSummary• Purging – Removing core Lawson data from the

system. – frees up additional space on the server– allows upgrades to run faster– rids systems of old/outdated data

• Archiving – Storing the data (which is being removed) in a format that allows the user to continue to access it based on their requirements. (backup tape, separate Unix box, CD’s,…)

Why—Purging & Archiving

Summary• Impact of Database Size• Day to Day Operations• Impact on upgrades and cyclicals• Ability to continue to access the information

Why Not —Purging & Archiving

Summary• Don’t need to (not broken) – No plan to purge• Restrictions on purging• Users don’t want to.• Don’t have time.• Haven’t thought about it

Assess—Purging & Archiving

Summary• Running Lawson for over 3 years without

assessing/purging the data• Prior to Upgrading• Have large database files or perform a lot of

transactions

Review Data —Purging & Archiving

Summary• Data

– Transactions – can they be summarized?

– Is the data in the correct state?

– Maintaining Data Integrity?

• Does it need to be kept in Lawson?

• Database Size Impacts– Reduce/Increase disk space/database space

requirements– Improve/Reduce performance of inquiries– Reduce/Increase time needed for backup

• Solutions– More Hardware– Improvements to Upgrade/Cyclical process– Less Data (purging/archiving)

Impacts of Database SizeImpacts of Database Size

Day-to-Day operations

• More data = more space - Need more disk drives

- More time doing database maintenance

• Affects performance - More data slows database inquires

• Solutions - Need more hardware to improve performance

- More DBA work

Impact on Upgrades/Cyclicals

• More data = Increased complexity during upgrade• Additional Space Requirements for upgrade• Terminology

– Upgrade• Move between major releases• Requires significant amount of data manipulation

– Cyclical Update• Move between cyclical releases• incorporates minor database changes• may require database reorganization

Upgrade “philosophy”

• Emphasize database integrity• Database and platform independent• Use base Lawson environment tools• Level of complexity similar to other aspects of

Lawson system

Restrictions on Purging

• Legal reporting restriction– Tax related

– State, Federal, local requirements

– Industry specific

• Company-specific requirements– What access to older data is needed?

Possible Alternatives - Data

• Ask “Does the data really need to be kept in the Lawson system?”– May only need limited access

– May not need access to raw data

– Detailed data may also be stored in a summarized form

Solutions

• General ideas can be reviewed by all companies• But solutions for YOUR needs may be specific to

YOUR company – Develop purging strategy to meet your needs

– Consider purging rather than add new hardware

Identify where problem is

• Monitor data growth• Identify problem areas• Determine what data is used for• Develop a plan/strategy• Test!• Test!

Data Storage

• Data Warehousing - Remove data from Lawson system and put in system with limited inquiry and reporting capabilities, but large storage space

• Separate Product Line - Move old Lawson data to separate product line used just for reporting – Issue during upgrade (but not time critical)

– Still requires disk space, etc.

Archive Summarized Data Steps:

1. Generate report 2. Archive electronic or paper version 3. Purge data from Lawson

Example: Generate past year W-2 files and archive print file

• Look for ways to use reports, etc. to meet legal/company regulatory requirements (without keeping data in Lawson)

Change procedures/setup

• Change application setup to post data in summary rather than detail format

• Incorporate procedures to regularly purge non-critical data that may accumulate over time.

• Plan purging process rather than react

Custom Purge Process

• Write custom purge programs to fit your situation and reporting needs

• Don’t compromise data integrity!!!!!

Lawson Purge Programs

• Each Lawson system has purge programs– usually XX3nn series - ex. GL300

• Features may vary by system code and release level

• Generally don’t operate across system codes

Lawson Purge Programs

• May allow selection of records by date• May allow you to create archive file (in release

specific format)• May allow report mode

Lawson Purge Programs

• Financials– GL300 - GL History (GLTRANS and other) purge

– AC310 - Activity Purge

– AM300 - AM Historical purge

– AM310 - AM Book Purge

– CU300 - Currency Rate History Delete

– GL110 - GL Company Delete

– GL122 - GL Account Delete

Lawson Purge Programs

• Distribution– AP300 - AP History Purge

– AP305 - AP Company Purge

– CB300 - Cash Ledger History Purge

– IC300 - Inventory History Purge

– MA300 - Purchase Order Purge

– RQ300 - Requisitions Purge

Lawson Purge Programs

• Supply Chain– AR300 - AR Transaction Purge

– AR301- AR Customer Purge

– BL320 - Billing Invoice Purge

– BL330 - Billing Recurring Invoice Purge

– OE310 - OE Order History Purge

– OE330 - OE Returns History Purge

– SA300 - Sales Analysis Detail Purge

– SA310 - Sales Analysis Summary Purge

– TX300 - Tax History Delete

Lawson Purge Programs

• Human Resources– BN430 - Benefit Purge

– HR125 - Employee Audit Purge

– PA115 - Employee Purge

– PA120 - Applicant Purge

– PA125 - Employee History Purge

– PR300 - Payroll History Purge

– TA300 - Time Accrual Transaction Purge

– TA310 - Employee Plan Purge

Questions?

• Questions and answers?