Data Archives - Financials Memo

The Office of State Finance (OSF) and the Department of Central Services (DCS) have embarked on a project to archive data from the PeopleSoft Financials system. The archive project will target Accounts Payable, General Ledger and Purchasing data. The archive process will remove older, less accessed data from the system thereby allowing the system to run more efficiently.

The state will keep 39 months of data in the production system. Archiving will be executed after 39 months and when the following additional archive criteria are met:

• General Ledger: journals must have a deleted, posted or unposted status
• Accounts Payable: Vouchers must have a paid, cancelled or deleted status
• Purchasing: Purchase orders must be complete or cancelled or have a receipt status of closed. Contracts must have a closed or cancelled status. RFQs must have a closed or cancelled status

The archive process is scheduled to begin on April 25, 2009. At that time, we will begin archiving data for fiscal year 2003 and then over the course of the next few months, we will archive data for fiscal years 2004 and 2005 also.

The archive process is a 2-step process.

Step 1: Remove data from the production database and load it into an archive database.

The archived data will be accessible through a URL just like the current production system. Users will be able to view data and run reports based on their security roles. For existing PeopleSoft users, the agency security representative may send Linda Belinski an e-mail (linda.belinski@osf.ok.gov) identifying users who will need access to the archived data. Additionally, the PeopleSoft Financials Security Form (OSF Form 301) has been modified to include an option to grant access to the archived data.

Step 2: Remove data from the archive database.

The archived data will be retained in the archive database for a minimum of 5 additional years for a total of 8 years (3 years in the production database + minimum of 5 years in the archive database). This is based on the State’s records retention policy for Accounts Payable, General Ledger and Purchasing data. After that time, the data may be deleted from the system.

A new section titled 'Data Archives' will be added to the Business Applicaiton Services (CORE) web page to maintain information related to archiving including the link to the Financials archive database, the archiving schedules and any communications or instructions pertinent to data archiving. 

If you have any questions regarding the archive process, please contact the OSF Service Desk at (405) 521-2444 or HelpDesk@osf.ok.gov.