To create a new data archiving batch

All records to be identified for archiving are managed within separate batches, with system scheduled tasks executing the customised rules to compile the target list of entities in each instance. Each batch can be thought of as a holding area, allowing end users to manage and control the entity records being transferred over to the archive database. Data archive batches can be created in one of two ways: (1) Manually, using the New Archive Batch button, or (2) Automatically, via the scheduled task Archive Batch Creation. In both cases, entities that fulfil the conditions defined within the relevant archiving rules will be compiled into the appropriate batch, ready for review and, where applicable, approval. The Archive Batch Creation task is employed in both circumstances (see To create a new scheduling timetable for more information on how to define a scheduled event) but the method by which the target entities are identified is achieved in slightly different ways.

Manual Archive Batches - The scheduled event will progress through each manually generated batch, analysing the associated Archive Tasks to determine the applicable Archive Rules. On executing these rules, only those target entity records matching the overarching company selections will be returned in the results set and therefore added to the batch.

Automatic Archive Batches - The scheduled event will systematically step through all valid Archive Rules (those aligned to an operating frequency), identifying entity records that fulfil the conditions defined within the statement expression (or complex SQL stored procedure) for the associated Archive Task. Only those records that have passed the mandatory retention period will be considered for inclusion.

The procedure to create a new (manual) data archiving batch is as follows:

1. Navigate to Quick Menu > Information Management > Configuration > Information Management Configuration. The Information Management Configuration window is displayed.
2. Click on Archiving Batches. The Archiving Batches tab is activated.
3. Click on New Archive Batch. The New Archive Batch window is displayed.
4. Using the Archive tasks drop-down field, multi-select the desired data archiving options that transcend one or more operating rules, or choose the All option, as required 1.
5. Using the Companies drop-down field, multi-select all companies applicable to this data archiving batch, or choose the All option, as required.
6. Click on Save 1. The new entry is displayed in the Archive Batches summary table, ready for processing via the Archive Batch Creation task.

Tip

1 Where only a small number of parameter values are not required, activate the All tick box first and then deselect individual items from the full list, as appropriate; the All tick box will be automatically removed once an item is deselected.

Note

1 System validation rules ensure that the inter-related selections for this new data archiving batch are unique.

See related topics...

Information management data archiving maintenance overview

To create a new data archiving rule

To create a new scheduling timetable