Data Cleanup

The data cleanup function enables you to remove audit events, document revisions and content indexing data from your Content Manager dataset.

  1. To use the data cleanup function, on the Administration ribbon, click Data Cleanup.
  2. Check one or more of the following options:
    • Remove audit events older than - will remove all events before the date selected.

      Use the provided calendar to select a date.

    • Remove record search history events older than - will remove all Search Executed events before the date selected.
      Use the provided calendar to select a date.

    • Remove all events for records matching search - removes all the audit events for the records matching the search.

    • Remove all events of the selected types - removes all events of a selected history type.

      Use KwikSelect to select the event types from the Select From History Types dialogue box.

    • Maximum audit events per item - sets the maximum allowed audit events per item.

      This will remove any older events from the list of audit events - for example, movement history - leaving only the number of events you specified.

      NOTE: This field is limited to three characters, making a total maximum of 999 events per record.

    • Remove previous revisions of finalised documents - removes electronic document revisions from any records that have been made final
    • Remove previous revisions created before - removes all electronic document revisions from any records that were created prior to the date selected. Use the provided calendar to select a date.
    • Remove content indexes created before - removes all electronic documents from the content indexing process that were created prior to the date selected. Use the provided calendar to select a date.
    • Recalculate word index usage counts and remove orphaned words - checks to ensure that any indexes for a word type are valid, such as ensuring a classification word does not appear in the title index table; removes any indexes and words that are stop words; removes any words that don't have any indexes and also updates the counters for all words.
    • Remove all additional field values no longer associated with record types - select this option to remove any Additional Field values on records for Additional Field that are no longer being used by their Record Types.
    • Bulk delete all access control groups that are no longer referenced - select this option to remove access control groups that are no longer used. Organisations with high numbers of access control groups should run this Data Cleanup option regularly rather than relying on the slower System Monitor event processor.
    • 12 Months - sets all date fields above to 12 months prior to today.
    • 24 Months - sets all date fields above to 24 months prior to today.
  3. Click OK to begin the process.