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I have a few questions with regards to data maintenance and archiving strategies for D365 records.
Let's say I have an entity with a big number of records and would like to archive old records. The range would be those created from the oldest to the year 2019. I believe it's a best practice to avoid the deletion of records, if not necessary. Here are my questions,
For your suggestions, could you provide links for reference, so I can also read through it?
Thank you in advance!
Yes Archival is very much important for the Data maintenance.
1)What strategy would you suggest for data archiving?
Here to defining the strategy for archival is depends on how your organisation is going to
use the archived data ,For example if it is for Data analysis and normal SSRS reporting purpose then you need may
define strategy like just archiving all the data in the plain SQL Database[Keep it in Azure] with the same CRM table structure.
To achieve this kind of approach you can use SSIS packages to run your jobs and archive it.
- Suppose if you want to create an another organisation like Archived Data Organisation then you need to
Archive like a another MSCRM oRganisation Database so that Users can access the archived application for any purpose. To
achieve this you can existing tools are Kingsway soft or SCRIBE tool etc.,
you can refer so many articles are available to know about SCRIBE onpremise and SCRIBE online as well.
-When you start doing the archival you should perform the ONGOING ARCHIVAL as well for the data maintenance.
2)Would the deactivation of records be a good option for this?
Here deactivation is not a good option,because again the data is going to lie in the same place which will
not give you any performance betterment of teh system.For deactivation need an effort.
3)When you are archiving you need to delete the archived records and then only your system will become a slimdown system.You can try using the SCRIBE toold even for deletion of records from your system.
Always try to do a POC [proof of concept] with minimum 3 options for deletion and note down the timings of each POC execution and then implement the
Else just contact microsoft for the same requirement and check with them is there any tool is available ready made with them for deletion.
Hope this helps.
There are multiple method of archiving however it depends on how that has to be achieved by your organization. Here are a few list of archiving methods which I am aware of with regards to archiving D365 records
Recommend to look for each method in details considering the Pros and cons before implementing any of these methods.
1. Create a copy of the Database: Copy all the records that need to be archived to the new DB and finally delete them from their original location
2. Create a new Instance of CRM: Create new organization or new CRM installation and install the same solution as the one in production, Create a mechanism to copy records from the production environment to the new archiving organization and delete them from their original location.
3. Deactivate unwanted records and tweak database indexes: The lifecycle of all records that are created (except for master data) should always be to:
- Create record (with active state )
- Do work
- Deactivate record after the job is complete (set state to inactive)
The disadvantage of this is the records remain in CRM Database, however you can create a SQL index to enable a faster retrieval of active records.
If it is with regards to fast archival of the records, you can try by deactivating the unwanted records and re-creating the index which might help in faster retrieval of active records. however still the database size will be consumed even if the records are in deactivate state.
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