Run the Purge Expired Records job to perform one of the following tasks:

Generate the Retention Expiration report. The report shows the number of records that are eligible for purge in each table. When you schedule the purge expired records job, you can configure the job to generate the retention expiration report, but not purge the expired records.
Generate the Retention Expiration report and purge the expired records. When you schedule the purge expired records job, you can configure the job to pause after the report is generated. You can review the expiration report. Then, you can resume the job to purge the eligible records.

When you run the Purge Expired Records job, by default, the job searches all entities in the Data Vault archive folder for records that are eligible for purge. To narrow the scope of the search, you can specify a single entity. The Purge Expired Records job searches for records in the specified entity alone, which potentially decreases the amount of time in the search stage of the purge process.

To determine the number of rows in each table that are eligible for purge, generate the detailed or summary version of the Retention Expiration report. To generate the report, select a date for Data Archive to base the report on. If you select a past date or the current date, Data Archive generates a list of tables with the number of records that are eligible for purge on that date. You can pause the job to review the report and then schedule the job to purge the records. If you resume the job and continue to the delete step, the job deletes all expired records up to the purge expiration date that you used to generate the report. If you provide a future date, Data Archive generates a list of tables with the number of records that will be eligible for purge by the future date. The job stops after it generates the report.

You can choose to generate one of the following types of reports:

Retention Expiration Detail Report

Lists the tables in the archive folder or, if you specified an entity, the entity. Shows the total number of rows in each table, the number of records with an expired retention policy, the number of records on legal hold, and the name of the legal hold group. The report lists tables by retention policy.

Retention Expiration Summary Report

Lists the tables in the archive folder or, if you specified an entity, the entity. Shows the total number of rows in each table, the number of records with an expired retention policy, the number of records on legal hold, and the name of the legal hold group. The report does not categorize the list by retention policy.

The reports are created with the Arial Unicode MS font. To generate the reports, you must have the font file ARIALUNI.TTF saved in the

<Data Archive installation>\webapp\WEB-INF\classes

directory.

To purge records, you must enable the purge step through the

Purge Deleted Records

parameter. You must also provide the name of the person who authorized the purge.

When you run the Purge Expired Records job to purge records, Data Archive reorganizes the database partitions in the Data Vault, exports the data that it retains from each partition, and rebuilds the partitions. Based on the number of records, this process can increase the amount of time it takes for the Purge Expired Records job to run. After the Purge Expired Records job completes, you can no longer access or restore the records that the job purged.