How You Configure Archiving and Purging for Document Records

You can archive and purge the document records for a document type by enabling the archive and purge settings for the document type and running the Archive Document Records process.

When you run the process, all document records that match the archive criteria will be archived. The archiving process involves moving the document records from the HR_DOCUMENTS_OF_RECORD table to the HR_DOCUMENTS_OF_RECORD_ARCHIVE table. After the document records are archived, they will be removed from the HR_DOCUMENTS_OF_RECORD_ARCHIVE table based on the purge settings enabled for the document type.

Archive and Purge Settings

These are the fields used to archive and purge the deleted document records:

• Archive Criteria Basis: By default this LoV is blank. You can select either the Creation Date, From Date, To Date, or Issued On.
• Archive After Days: By default this field is blank. It’s a mandatory field where you enter a number that’s greater than 0 and less than or equal to 18000. For example, if you enter 2, the document records will be archived 2 days after the date selected for Archive Criteria Basis.
• Purge After Days: By default this field is blank. It’s a mandatory field where you enter a number that’s greater than 0 and less than or equal to 18000. For example, if you enter 2, the document records will be purged 2 days after the archive date.

Enable Archive and Purge Settings for the Document Type

1. Navigate to the Setup and Maintenance work area.
2. In the Tasks panel drawer, click Search.
3. Search and click the Document Types task name.
4. Click the Create icon in the Search Results area.
5. Enter the document type and select the category.
6. Under the Document Record Preferences tab, select the value for Archive Criteria Basis.
   Note: Ensure that you have selected the relevant attributes in the Attributes area to match the selected value for the Archive Criteria Basis.
7. Enter the values for Archive After Days and Purge After Days.
8. Click Submit.

Run the Archive Document Records Process

1. Click Navigator > Tools > Scheduled Processes.
2. Click Schedule New Process.
3. In the Name drop-down list, search and select the Archive Document Records process.
4. In the Process Details dialog box, search and select the document type parameter for whose document records you want to archive.
5. Click Submit, and click OK in the Confirmation dialog box. Note the process ID.

Points to Consider

• To select the Archive Criteria Basis (Creation Date, From Date, To Date, and Issued On), you need to select the matching attributes from the Attributes area under the Document Record Preferences tab. If the matching attributes aren’t selected, you will receive a validation error.
• You can only purge document records that are archived.
• The document record ID in the HR_DOCUMENTS_OF_RECORD_ARCHIVE table will be the same as the document record ID in the HR_DOCUMENTS_OF_RECORD table. This ensures that the attachments continue to be available for the archived document records as well.
• The archived document records in the HR_DOCUMENTS_OF_RECORD_ARCHIVE table will be marked with the archive date.
• The archive setting fields are available in HCM Data Loader and HCM Spreadsheet Data Loader.
• The archive setting fields and the HR_DOCUMENTS_OF_RECORD_ARCHIVE table will be made available in OTBI for reporting purposes in a future update.
• When the Remove Person Information process is run, it removes document records from the HR_DOCUMENTS_OF_RECORD and HR_DOCUMENTS_OF_RECORD_ARCHIVE tables. The archive settings for document records don’t apply to the Remove Person Information process.