How to Create a Historical Dataset

Prior to purging your PRODUCTION dataset, you should create a HISTORICAL dataset to be able to reference in the future if needed.

OPTION 1 - CREATE A COPY OF CURRENT PRODUCTION DATASET, RENAME AS HISTORICAL DATASET

1. Perform a copy dataset (just like month end) of current PRODUCTION.

2. Rename the copy dataset: Historical Data for [DATE] to [DATE].

3. Modify the security of newly created HISTORICAL dataset to ensure no additional records can be added or existing records can be modified.

   1. Users set to “No Access Allowed” in PRODUCTION should be “No Access Allowed” in HISTORICAL. (EX: Users who should not have access to view Payroll in PRODUCTION should not be allowed to view Payroll in HISTORICAL.)

   2. Modify users with levels 2-6 in PRODUCTION to level 1 (View Only) in HISTORICAL.

   3. Keep Admin users with the same security levels to have full rights to all SYS options in HISTORICAL.

   4. EXCEPTION: System Journal Interface module may need to be kept accessible to process the execution ID file to run reports.

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4. Validate all information in HISTORICAL dataset is accurate and present.

OPTION 2 - GREENSTONE PERFORMS CREATION OF HISTORICAL DATASET

Please contact Greenstone Support requesting that a HISTORICAL dataset needs to be created prior to performing a dataset purge on PRODUCTION.

Note: This may be a billable charge for Greenstone to perform creating of Historical Dataset.

Purging PRODUCTION Dataset Reference Articles

• https://culturatech.atlassian.net/wiki/spaces/ACD/pages/1281851411

• https://culturatech.atlassian.net/wiki/spaces/ACD/pages/2641461426