Spring Cleaning: Data Purging Best Practices (Part Three)

Spring Cleaning: Data Purging Best Practices (Part Three)

May 17, 2013

Authored by Alana Smith, TeamCain

If you missed Part One or Part Two, you can read them here and here.

So we’ve looked at why we should purge and archive our data as well as the timing for such a project and factors to consider when mapping it out. Now it’s time to look at WHAT gets purged.

Heavy Hitters
The first step to approaching what to purge is to run a report to show disk usage in descending order either via record count or file size. In this list, look for the “heavy hitters,” which in our experience is typically GL, AP, AR, PO, IN, and SOP. You may be surprised to find that some systems are more clogged up than you think. The reverse can be true as well – you might think that you have a lot of data in work orders or inventory but in reality, you’re doing better than you think.

Tag Files & Add-On Systems
Use caution when looking at tag files and add-on systems. While tag files are often heavy disk users as well (F55 – F59), make sure to look at them closely in order to factor them into the purge. For customized modules, the odds are that they tie into other standard JDE files is a good probability... just make sure to go over everything.

Master Files
In our experience, we have had clients ask us if master files were candidates for purging? And our answer is yes... however. Items like address book, account master, or business unit master come with implications that are broad reaching within JD Edwards. So you can purge master files but if you do, do so with due diligence to make sure that you’re not getting rid of anything that’s going to cause a domino effect of problems.

Don’t Forget About...

  • Legislative Implications
    • If you have legal requirements, think about how much you need to maintain and go through module by module. Those in the pharmaceutical industry might need to keep information for serialized items for a great length of time and that can impact what you do and do not clear out. 
  • Old, Dirty, Dead Data
    • Approach your purge project in a proof mode – that way you can intelligently determine what to do with the data you come across. If it’s very old, and you can just get rid of it, do it! 
  • Integrity
    • You want to keep your data integrity but there are some occasions when you need to break that integrity. For example, if need to keep 15 years of sales history, you would keep the 15 years but keep only 7 yrs of accounts receivable.

All in all, when approaching a “Spring Cleaning” project of your data files, just be smart about it and use logical thinking. Keep the business users in mind as well as the future of the business itself and you should be well on your way.

But if you’re not sure about a purge project, you can always check out our next purging and archiving webinar featuring Purge-it!, the JD Edwards specific product that is a fully integrated purging and archiving solution.

If you liked this blog post, you might be interested in:
Spring Cleaning: Data Purging Best Practices (Part One)
Spring Cleaning: Data Purging Best Practices (Part Two)
The Case for Data Purging in JD Edwards