[Wactclc-alma] {Disarmed} RE: Letter retention in Alma

[Lesley Caldwell]

Hi Dale,

Thanks for sharing this! Pierce has not yet configured Letter Retention (and did not really know we could until you sent this.)

It looks like it was a feature that was added in May of 2017.
 Idea Exchange: Letter attachments are retained in Alma for a certain length of time; this length may now be defined per letter. After the defined retention period, an attachment is permanently deleted. The mapping table Letter Retention Configuration was added to the General Configuration menu. The table lists letters and the number of days the letter is retained before auto-deletion. A weekly job deletes all attachments for the listed letters that were created prior to the retention date.
https://knowledge.exlibrisgroup.com/Alma/Product_Documentation/010Alma_Online_Help_(English)/050Administration/050Configuring_General_Alma_Functions/070Configuring_Alma_Letters#Setting_Letter_Retention_Periods

To answer your second question, “A weekly job, Letters Purge with Retention, deletes all enabled letters, if they were created more than the configured number of days ago.” So it should automatically delete your old letters after the first time the job runs.

Thanks for the heads-up!
Lesley

From: Wactclc-alma <wactclc-alma-bounces at lists.ctc.edu> On Behalf Of Dale Burke
Sent: Wednesday, April 18, 2018 11:53 AM
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
Subject: [Wactclc-alma] Letter retention in Alma

Hello all,

I have just discovered that Edmonds has never set up anything in the Letter Retention area of Alma Configuration.

Our anonymization job is set to run; however this job only anonymizes what is in the patron's circulation history.  The same data is repeated throughout the "attachments" in a student's record.  Loan history, return history, courtesy notices, overdue notices, fines and fee notices, etc are all stored in the "attachments" on a student's record.  Setting the anonymization job doesn't remove any of the attachments.  I don't think running the anonymization job does any good if we don't also enable letter retention.

We have attachments in our system going back to July of 2016, when we migrated from Voyager.  If we wish to "anonymize" the attachments we have to enable "letter retention".

A couple of questions:

1) Have you enabled letter retention, and if so how long our you retaining "attachments"?  Does your letter retention period match your anonymization rules?

2) When I enable my letter retention, will it automatically delete all of the older "attachments" or does it only work from the date I set the "enabled", and if so What do I need to do to get rid of all of the older data?

Thanks!

Dale Burke
Technical Services Librarian
[https://docs.google.com/uc?export=download&id=0B16tUjXHMjfkeVd6QnJvakN3WEk&revid=0B16tUjXHMjfkUGVnOUFiNzF6RENiODhNdWZPRmtVb291Zk9JPQ]
20000 68th Ave. W
Lynnwood, WA  98036
425-640-1526
dburke at email.edcc.edu<mailto:dburke at email.edcc.edu>

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