Purging and archiving case tickets

Purge refers to the permanent and irreversible removal of case data once the retention criteria are met, supporting compliance with recordkeeping and data disposal requirements. Archive, in contrast, relocates inactive case data outside of the active client database. Archiving cases preserves the availability of the data within the application. You can reinstate archived records when operational or regulatory needs arise.

Purging case tickets

  1. From System Administration, select Purge.
  2. Click the By Feature tab.
  3. In the Case Management pane, click Case Tickets.
  4. Specify this information:
    Purge Option
    Select Purge Record to permanently delete the case ticket and all related records from the system. You can't restore purged records.
    Case Type
    Select the case type to purge.
    Custom Group
    Optionally, select a custom group. You can use the case ticket-based custom groups with the HCMGroupCasePurge subject.
    Status
    Select the status of the cases to purge.
    Records older than
    Specify the age of cases to purge. You can purge cases older than a specified number of days, months, or years.
  5. Click Submit.
    To schedule the purging of case tickets, click Schedule.

Archiving case tickets

  1. From System Administration, select Purge.
  2. Click the By Feature tab.
  3. In the Case Management pane, click Case Tickets.
  4. Specify this information:
    Purge Option
    Select Archive Record to move the case ticket record and related data to an archive. Archived records are no longer accessible but can be restored.
    Case Type
    Select the case type to archive.
    Custom Group
    Optionally, select a custom group.
    Status
    Select the status of the cases to archive.
    Records older than
    Specify the age of cases to archive. You can archive cases older than a specified number of days, months, or years.
  5. Click Submit.
    To schedule the archiving of case tickets, click Schedule.
  6. If prompted, click Ok.