What is Housekeeping?
As time goes on, data will build on your Pentana Risk site and become outdated, and although you may need to keep it on your site for reference, it doesn’t need to be visible at all times. This article will help you understand, organise, and archive your data so that you can keep your Pentana Risk site tidy.
Using Queries and Reports to Identify Old Data
Before making any changes to your data, it is important to identify what data can be kept, archived or deleted. See article Housekeeping: Deactivating & Archiving Data for further information on to do this. We can make use of both Report Central and Queries within Pentana Risk to help us with this.
A Users Report can be created to identify possible Users who may no longer use Pentana Risk. Simply create a Users Report, being sure to include the Last Login field. This field will help you identify Users who may no longer require their Pentana Risk User.
A Categories Report can be created to detail all of the Categories on your Pentana Risk site. Create a Categories Report, and add the Related Links fields into your Report Layout. If a Category is not linked to anything, it may be safe to archive or delete.
A Reports Report can be created to list all of your Pentana Risk Reports, and the last date that they were generated on. To do this, add the Last Generated field into your Reports Report Layout. This will help you identify Reports that haven’t been run in a long time, and may, therefore, be archived or deleted.
An Action Query can be run to find Actions by Completed Date. This would allow you to find Actions that are active and have been completed for a long time and might be eligible for archiving.
A Risks Query could be run to find Risks by Last Modified Date. This would allow you to find Risks that are active and have not been modified or updated for a long time and might be eligible for archiving.
A PI Query could be run to find PIs that are Due For Update. In the Query results, you can see the Next Update Due column, which will help identify which PIs have stopped having data entered into them and can potentially be archived.
For a PI, you may no longer need to collect data for a particular collection, but which to keep the PI Active as data is still being recorded. By setting a collections source to 'Not Collected', it will show as due for an update and will retain historical values.
A Feedback Query could be run to find records by Closed Date. This would allow you to find records that are active and have been closed for a long time and might be eligible for archiving.