With your exponential data growth, do you have an effective Data Retention Policy? 105850 Russell Stainer JDE Consultant Klik IT

Your presenter Russell Stainer 8 years as JDE Consultant at Klik IT, A7.3 thru E920 A lot of purging and archiving with Purge-it! 17 years hands-on with JD Edwards (9yrs with Xe) Generalist Development CNC Business Analyst Consultant Sales Etc.

With your exponential data growth, do you have an effective Data Retention Policy? Why you need an effective Data Retention Policy, and how to implement it Detailing the key points within a Data Retention Policy, and who is involved Why archiving should be a regular housekeeping activity

Agenda Quick survey Current situation of data Problems Consequences Examples Action plan What’s in a Data Retention Policy How to implement it Wrap up Questions

Quick survey JD Edwards / non-JD Edwards ? EnterpriseOne / World ? How many years of data? 2, 5, 10, … Job role? CNC, Dev, BA, Management, Other

Users New users Old users ‘Users’

Types of data Transactional Transient (EDI, Z) Master Balance Logs System Manual backups Custom …

Locations of data Production Archive Prototype Development / Test Training, etc. Disk Tape BI, DW, SAN Disaster Recovery / High Availability Cloud ($)

Why do we keep so much data? Operational Legal Warranty Low priority No effective solution

Problems Unmanaged data Uncontrolled growth No responsibilities Dead data Legally liable data Non-operational data Size growth (in all locations)

Consequences Maintenance times Performance Server specs Data quality Data integrity Business Processes Liability Worthless / problematic data Less effective operations

Example 1 – Size, S.O.P. 00 614 01 5,927 02 16,138 03 20,811 04 23,128 05 22,889 06 53,137 07 61,032 08 61,145 09 61,629 10 101,381 11 133,876 12 124,587 13 119,457 14 120,655 15 124,529 16 4,977 1,055,912

Example 1 – Size, S.O.P. Up to end of 2012 686,294 2013, 2014, 2015 364,641 Unmanaged growth 53% Now 1,050,935 2010, 2011, 2012 359,844 2013, 2014, 2015 364,641 Managed growth 1.3% Now 364,641

Example 2 – Size, W.O. Work Orders MRP 8 hours MRP 90 mins 100% 50%

Example 3 - Quality Open Purchase Order Receipts 267,000 total 46,000 open 17% Work Order not at final status 380,000 total 43,000 open 11% Accounts Receivable open invoices 800,000 total 7,500 open 0.9%

Example 4 – Server specs First pass of archiving 2.5TB to 1.25TB Knock on to replicated data DV PY Tape DR Etc.

Action Plan Primary focus Secondary focus Split of data Move data out of Production environment Secondary focus Delete unnecessary data Split of data Operational Legal Unnecessary

What’s in a DRP? – Intro / Why Executive Summary Purpose Environment Background Implication Requirement Scope Version Control

What’s in a DRP? – What JD Edwards Modules Quantity / age of data Litigation Holds References / Legislation

What’s in a DRP? – Who Sponsors Retention Manager Data Owners Storage Manager JD Edwards User profiles Affected parties

What’s in a DRP? – Where Servers Databases Archive Database Data Sources Archive Environments

What’s in a DRP? – When Frequency Schedule Communication Training Automation Process Review

What’s in a DRP? – How Software configuration Monitoring and communication Retrieval processes Destruction processes Logging Audit trail

What’s in a DRP? – Approval Authority to proceed Sign-off

Result !

How to implement it What position are you in? What reasons do you have for a DRP ? Create Draft #1 Only half of requirement – software solution? Assemble the team – workshop Sign-off Put it into action Keep it running

Wrap up Quick survey Current situation of data Problems Consequences Examples Action plan What’s in a Data Retention Policy How to implement it

Questions ?

Quest is the home for PeopleSoft and JD Edwards Users Visit the Quest International Users Group Booth #323 Let us show you how to leverage the Quest community to maximize your ERP investment Receive your personalized Quest Activation Plan & learn how to make the most of your membership Plus, find out more about our upcoming events PeopleSoft RECONNECT (July 19-21) and JD Edwards INFOCUS (August 8-10)