Configuring the Data Purge Service

The Data Purge Process introduces a two-step mechanism to manage record deletion securely and efficiently and introduces features for automation, auditing, and manual management.

About

Available in HERMES 10.6.8.15038 and later

Auditing logs all purge actions for compliance and traceability. Select the Event source 'Data Purge service' in the Activity log to see all the entities that have been purged or flagged to be purged.

The Data Purge Service helps ensure compliance with data retention policies, such as the right to be forgotten, while maintaining flexibility for System Administrators.

• Streamline compliance with data retention policies by scheduling purges outside business hours

• Manual override capability

• Delay options for flexibility.

Entities Available to Data Purge

• Call

• Request

• Task

• Asset

• Service Order

• Person

• Organisation

• Location

• Contract

• Agreement

• Knowledge

• Bulletin

Configure Data Purge

1. Navigate to System Administration>System>System Auditing

2. Set the Data Purge Options

   1. Data Retention Period (Years): Defaults to 7 years.

   2. Delay Period (Days): Defaults to 30 days.

   Administrators can change the periods according to their Organisation's rules of compliance.

Data Purge options

Role-Based Access Security

Analysts with this role can view the Purge and Purge Delay buttons on applicable entity detail pages.

Data Admin (General Access Security Role) must be granted for Analysts responsible for managing Data Purge and Retention requirements.

Data Admin General Access Security Role

Viewing and Searching for Records Scheduled for Purge

• To see the allocated Purge data on the entity scheduled for purge, you can add the "Purge Date" field to relevant screens in ASM Screen Designer.

• To search for records scheduled for Purge, add the "Purge Date" to your search criteria.

Two-Step Purge Process

This process is configured to run outside of ASM Core working hours, specifically on weekends (Saturday and Sunday).

The service runs two background tasks:

Purge Scheduling Service Task: Identifies records for purging and sets a purge date

Purge Service Task: Deletes records where the purge date has passed.

Step 1: Flagged records identified for deletion are amended with a purge date.

Step 2: Records flagged for purging with a purge date are deleted when the purge date has passed.

Once a record is manually purged, it cannot be undone.