Setting up Data Maintenance
When documents are being processed using OCR, this generates large amounts of data over time, as the OCR process captures and stores all data (that is, words and values) from the document pages. While you can use this data to perform free-text searches in the document journal (for example, contact names on an invoice), you may not actually need the majority of this data, and this can impact the search and slow down performance in other areas, such as import and field recognition. It may therefore be desirable to perform data maintenance to clear data that's no longer needed.
In addition, it may also be important to delete data, to remain compliant with GDPR rules and similar regulations. The GDPR data maintenance feature in Document Capture will allow you to delete not only words and values, but also document records, the documents itself, and any related attachments.
Before you can run the data maintenance, you must specify the retention period for search data and GDPR as described below. You can choose to run the data maintenance manually, or you can set up job queues to handle it automatically.
Please note that Retention Period (Years) and GDPR Retention Period (Years) specify how many closed fiscal years document data is saved when the data maintenance is run. The data maintenance is based on document status, meaning that it will only be carried out for documents that have been posted, and the data maintenance period will be calculated from the posting date of the document.
The below video outlines the most important data maintenance features:
To configure data maintenance settings
To specify how many years the search data (words and values) will be saved before it can be deleted using data maintenance, follow these steps:
Choose the
icon, enter Document Capture Setup, and then choose the related link.On the General FastTab, under Data Maintenance, go to the Retention Period (Years) field and specify the number of years you would like the search data to be saved.
Note
If a date is specified under Purchases & Payables Setup > Allow Document Deletion Before, this date will also be considered when calculating the earliest deletion date for the search data.
In this case, the setting with the longer storage period applies. For example, if Retention Period (Years) is set to 2 years, but the Allow Document Deletion Before date will store the data for 3 years, the data will be saved for 3 years.
To run the data maintenance task from the Document Capture Setup page, go to Actions > Functions, and then select Run Data Maintenance.
To configure the settings for GDPR compliance
To specify how many years GDPR-related data (that is, words and values, the documents itself, and any related attachments) will be saved before it can be deleted using data maintenance, follow these steps:
Choose the
icon, enter Document Capture Setup, and then choose the related link.On the General FastTab, under Data Maintenance, go to the GDPR Retention Period (Years) field and specify the number of years you would like the GDPR related data to be saved.
Note
If a date is specified under Purchases & Payables Setup > Allow Document Deletion Before, this date will also be considered when the earliest deletion date for the GDPR-related data is calculated.
GDPR data maintenance is also related to the Secure Archive. If Secure Archive is enabled, the number of years specified in the Minimum Archive Period field also applies.
In this case, the setting with the longest storage period applies. For example, if GDPR Retention Period (Years) is set to 2 years, the Allow Document Deletion Before date will store the data for 3 years, and the Minimum Archive Period is set to 4 years, the data will be saved for 4 years (provided that the Secure Archive is enabled).
To run the GDPR maintenance task from the Document Capture Setup page, go to Actions > Functions, and then select Run GDPR Maintenance.
To run data maintenance using job queues, see Setting up Job Queues.