Data Retention Policy
Introduction¶
Exigo Data Retention Policy
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Exigo Data Retention Policy
Exigo Office employs a varied data retention policy to better optimize the performance and cost
overhead of customer data. This is performed by classifying data into various categories based on
intended/expected data usage to determine the retention behavior.
This is an ever-evolving policy based on determined usage of the various
Data Retention Categories
Exigo classifies data into multiple categories defined by its intended use. The categories include:
•
Transactional – This is data that is required for standard business operations. All data in the
Exigo Platform is considered Transactional unless otherwise classified.
Transactional data is never removed from the Production Exigo System without explicit
request/permission from the client.
•
Disposable – This data is considered disposable as it is intended to be used queues, analytics,
logging, diagnostics, or the like. This data is purged permanently from the Exigo System after a
defined duration. There should never be any long-term business objective associated directly to
this data without consulting Exigo first.
•
Archivable – This is data that is determined to no longer be relative to business operations after
an established duration. This is data that is maintained by Exigo but archived from the
Production System. This data is available upon special request.
Extended Database Tables
Any Extended database entity can be configured as Archivable or Disposable as appropriate. This is done
by configuring a Date field on the entity to use for a retention calculation based on a configurable
number of days. This is customer defined.
NOTE: An extended entity cannot be marked as both archived and disposable.
Logging¶
Exigo Data Retention Policy
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Appendix I – Disposable Data Sources
The following table includes the data sources determined to contain Logging data, along with the
retention criteria of the data within:
The Exigo System contains many logging data sources that have a determined relevancy duration.
Table Name
Duration Retained
OrderCommitFailureLog
Default 3-months, Exigo overridable
ReplicationErrorLog
Default 3-months, Exigo overridable
ReplicationEventLog
Default 3-months, Exigo overridable
OutMailLog
Default 3-months, Exigo overridable
BroadcastLog
Default 3-months, Exigo overridable
CacheLog
Default 3-months, Exigo overridable
AutoChargeLog
Default 3-months, Exigo overridable
ErrorLog
Default 3-months, Exigo overridable
ConversationLog
Default 3-months, Exigo overridable
AutoOrderLog
Default 3-months, Exigo overridable
ApiLog
7-days
ApiSession
1-day
AutoOrderQueueLog
Default 3-months, Exigo overridable
PeriodRankScore
3 full period months
OrderRate
7-days moved to archive and purged after 60
ApiSession
3-days
PropertyBag
3-days
tempOrders
7-days
tempOrderDetails
7-days
tempOrderDetailSerial
7-days
tempVendorBill
3-days
tempVendorBillItem
3-days
tempVendorBillDetails
3-days
Communications
•
Queue Tables – All queue records that exceed 3 days in age that have errored are removed
permanently. This includes the following tables:
o MailDeliveryQueue
MailDeliveryAddress
o BroiadcastQueue
o MailOutQueue
o TableInsertQueue
Commissions¶
Exigo Data Retention Policy
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Appendix II – Archivable Data Sources
The following table includes the data sources determined to be Date Relative/Archivable:
•
Custom Commission Tables – Often during commission plan execution, custom tables unique to the
calculations are created to facilitate those calculations. Data within those tables are maintained for
16 full months’ worth of periods.
•
VolumeDetail Tables – 16 full period months of data is maintained for this table.
•
RunBinaryTransaction Tables – 16 full period months of data is maintained for this table.
•
Details of the commission tree for when a particular commission was paid or the research
data of how or why a person was paid a certain amount will be retained for 12 months for
Nano and Express Service Level Clients, 24 months for Standard Service Level Clients, and
36 months for Enterprise 1 Service Level and above.
•
Unaccepted commission runs retained for 90 days
Periods
Period Volume Tables – A set number of months’ worth of full periods as defined by the Exigo Tier. This
includes both the PeriodVolume and PeriodVolumeDetail tables.
•
Queue Tables – All queue records that exceed 3 days in age that have errored are removed
permanently. This includes the following tables:
o MailDeliveryQueue
o MailDeliveryAddress
o BroiadcastQueue
o MailOutQueue
o TableInsertQueue
o PushNotificationMessage
Files (Internally known as BinaryData)
-
The File Storage system used for storing binary files within the Exigo database has an infrequent
tendency to collect orphan records when a parent reference from another subsystem is removed
without removing the child File. In lieu of that all orphaned files are Archived when detected as an
orphan.
-
BinaryData that is considered inactive (not accessed or modified) for over 60 days are archived. If
the archived file is requested or modified, it will be pulled back into the production database until it
becomes inactive and hits the threshold again.
Miscellaneous¶
Exigo Data Retention Policy
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•
.bak Tables – Tables are often created in a .bak schema within the Exigo System when performing
various operations, including but not limited to: imports, migrations, corrections, etc. Those tables
are maintained in the Live database for 30 days, after which they are moved to the archive
database.
•
Other Archived Tables:
Table Name
Retained Days
Field Determined By
MerchantLog
RequestDate
VendorCard
RequestDate
AccountChangeLog
ModifiedDate
AutoOrderChangeLog
ModifiedDate
CustomerChangeLog
ModifiedDate
CustomerWall (enabled by request)
EntryDate
MoneyInLog
RequestDate
MoneyInLogDetail
RequestDate
OrderChangeLog
ModifiedDate
VendorCardLog
RequestDate
Database Tuning
Exigo works together with their customers to determine what data is vital to their operations, and
subsequently, where optimizations in the system can be achieved. This is often done by configuring
unique tables for either archiving or purging to help better facilitate the customer’s objectives.
Mobile App and Third-Party Integrations
Exigo retains some data for troubleshooting third party integrations and the Exigo mobile app. The
retention policy is to purge such data after 12 months.