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

2. 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.

3. 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

4. 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

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

6. Users
New users
Old users
‘Users’

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

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

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

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

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

12. Example 1 – Size, S.O.P.
,927
,138
,811
,128
,889
,137
,032
,145
,629
,381
,876
,587
,457
,655
,529
,977
1,055,912

13. 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

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

15. 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%

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

17. 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

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

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

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

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

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

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

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

25. Result !

26. 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

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

28. Questions ?

29. Quest is the home for PeopleSoft and JD Edwards Users
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Booth #323
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