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Identifying old data on your site
Who is this article for?Users who want to identify outdated items on their site.
Query permissions or higher access are required for most of the steps.
As time goes on, data will build on your site and become outdated, and although you may need to keep it for reference, it doesn’t need to be always visible. This article will help you understand how to identify the data you need to tidy up.
In this article:
- Users
- Categories
- Reports
- Actions
- Risks
- Performance Indicators
- Feedback
- Further reading
1. Users
To identify Users who no longer require access to your site, create a Users Report, making sure you include the 'Last Login' field.
2. Categories
To identify Categories that are not in use, create a Categories Report, adding the 'Linked...' fields into your Layout.
3. Reports
To identify Reports that haven't been run in a long time, create a Reports Report, ensuring the 'Last Generated' field is included in your Layout.
4. Actions
You can run an Action Query to find Actions by 'Completed Date'.
This would allow you to find active Actions that have been completed for a long time and might be eligible for archiving.
5. Risks
You can run a Risks Query to find Risks by 'Last Modified Date'.
This would allow you to find active Risks that have not been updated for a long time and might be eligible for archiving.
6. Performance Indicators
You can run a PI Query to find Performance Indicators (PIs) that are 'Due For Update'.
In the Query results, you can see the 'Next Update Due' column, which will help you identify which PIs have stopped having data entered and can potentially be archived.
For some PIs, you may no longer need to collect data for a particular collection, but still need to keep it Active as data is still being recorded. By setting a collection's source to 'Not Collected', it will show as due for an update and will retain historical values.
7. Feedback
You can run a Feedback Query to find records by 'Closed Date'.
This would allow you to find active Records that have been closed for a long while and might be eligible for archiving.