How to measure the success of Data Archiving (Part 1)

What performance gains will be made from Data Archiving?

What are the measurable business benefits of Data Archiving?

We’re often asked these questions in relation to quantifying the benefits of archiving JD Edwards data with Purge-it.

In this article, we aim to answer these questions by looking into five areas:

1. 1. 1. System Performance and Disc Usage

      2. Security, Data Compliance and Risk Management

      3. Preparing for JDE Upgrades

      4. Moving to the Cloud

      5. Productivity gains

1. System Performance and Disc Usage

With the advent of cheaper and quicker systems and disc, it’s easy to think that system performance and space are no longer key reasons to archive data in a JD Edwards system. But, no matter how you look at it, database size and system performance are important factors to consider.

Many clients choose to archive data because their JD Edwards database is becoming out of control. With items such as media objects moving into the database, the size of the database can become very large. Organizations know they need to take action, rather than continuing to add more disc and processor.

Archiving end of life data and redundant data will reduce the size of the database. Reports will run faster and complete in the allocated window. Quicker system response times and faster system performance lead to a better user experience, less interactions with the helpdesk and reductions in system maintenance.

Productivity gains as a result of data archiving can be far reaching across a business.  What’s more, data archiving doesn’t need to be costly or time consuming.

2. Data Archiving can help address Security, Liability and Data Compliance

When it comes to addressing security, liability and compliance, IT departments have tended to look at tools targeting user access, user security, and roles and responsibilities. However, we’re seeing a shift in the conversation that takes into consideration a broader view of the data. It’s no longer just about the security around the data itself but it’s also about whether we should retain large volumes of old data.

Holding on to too much data can put your organization at risk. For years, companies have tried to hold onto as much data as possible, almost hoarding data. Users can be adamant that access to all data is essential, that all data holds value and it should only be removed as a last resort. In reality, historical data often holds little to no value for a company.

Organizations have come to recognize the potential risks of retaining too much data. If data is not useful operationally, or required to be held legally, then removing it completely should be seriously considered as a safe option. Reducing a company's data footprint can lessen exposure and minimise risk.

How can Data Archiving Reduce Risk?

• If a company experiences a security breach, then compensation claims and fines are linked to the quantity of data stolen.
• In a scenario where a company retains data that it has no legal requirement to hold, then it can expose itself to fines and charges.
  For example, if a business is audited, then there will be a cost involved due to retaining that data. Holding less data, or not holding the data at all, will lessen the costs to the business and reduce risk.
• An ever increasing number of data compliance laws are coming into force with more to follow.
  These laws and regulations mean that companies are required to demonstrate the need for holding personal data. Organizations have to be able to produce the data upon search requests. There can be hefty fines associated with the compliance regulations if a company is found to be holding data that it no longer requires. Fines can also be applied if a business is not treating the data in a manner stipulated by the regulations.

3. Simplify your JD Edwards Upgrade and get Leaner Data

System upgrades, whether on premise, or in the cloud, will be faster and easier if there is less data in a JD Edwards system. More data equals a longer and more complex upgrade.

Archiving prior to an upgrade is about more than addressing time and complexity. It’s about seeing the upgrade as an opportunity to improve data quality. As part of the archiving process, open jobs and incomplete data will be flagged. This gives an organization a chance to go back and correct mistakes, reconcile records, close jobs and generally clean up data.

Data archiving is a way to take cleaner data into a new leaner upgraded system.

4. Reasons to Archive JD Edwards before moving to Oracle Cloud.

EnterpriseOne and World customers regularly tell us that the larger the data footprint, the higher the costs when moving JD Edwards to the cloud. Reasons to archive prior to moving to the cloud:

1. Avoid increased costs. There is a direct corelation between quantity of data and storage costs
2. Simplify your cloud project. Larger amounts of data extend the migration time.
3. Reduce complexity and risk. The more data, the more complexity and risk to the project
4. Consider ongoing overheads. Once the migration project is complete, the greater the volume of data the higher the overheads.

5. How Data Archiving helps Improve Productivity

• Quicker system backups
• Faster restore times
• Better management of test environment data
• Easier test environment data refreshes when those environments are smaller
• More up to date, quality data in test environments has a knock on effect of improving your developments and testing of them.

As the JD Edwards database becomes smaller, there should be less system maintenance needed around database administration, less need to monitor performance, indexes, and carry out general housekeeping on the database.

Conclusion
The reasons to archive are broad and the business benefits to be gained can be far reaching. We’ve looked at five areas in this article, that can contribute to greater efficiencies. By beginning conversations around some or all of these areas now, you’re taking positive steps towards better managing your JD Edwards data, getting in better shape and future proofing your ERP.

Data archiving doesn’t need to be costly or complex.

There are many ways to measure the success of a data archiving project - see what our customers say