Use Legal Document Delete/Archive to delete legal documents from the system once the online records are no longer needed.

The system does not automatically delete historical legal documents at period or year-end. You can delete these records as frequently or infrequently as you prefer. How often you should run this function depends on how long you are legally required to retain historical legal documents and how long you need to keep this information in your database. Most countries require that historical legal documents must be kept at least one year or longer.

You should run this function twice. First, run it with Delete set to No and review the report. Then, run it with Delete set to Yes.

When you set Delete to Yes, records that satisfy the selection criteria are deleted from the database. If you set Archive to Yes, deleted data is copied to an ASCII file that can be reloaded using Archive File Reload. Otherwise, deleted data cannot be recovered.

When Archive is Yes, the system stores selected data in a file named ldYYMMDD.hst where ld is the record type and YYMMDD is the file creation date. If this file does not exist in the system, it is created. If it does exist because you already ran delete/archive the same day, the system adds the additional archived records to the end of the file.

Since the generated file has no internal label or content description, you should keep a record of the file name and contents, in case you need to reload the data. Also, remember that you cannot selectively reload data from archive files. If an archive file contains data for an entire year and you need to access records for one month, you must reload all the data in the file to access the records you need.

To avoid these problems, use the same settings when archiving and reloading the data. Before loading data, use User Maintenance to temporarily change your country code to match that of the user who archived the data.

You should define menu security for the Legal Document Delete/Archive program.