Support Document
0 mins to read
Purge Settings User Guide
Support Document
0 mins to read
This user guide describes the Purge feature in the Fleet Management Application. It is intended to be used by Database Administrators, and outlines how to use the feature, the categories for purge and retention time periods, as well as any frequently asked questions.
User Guide
April 2024
This user guide describes the Purge feature in the Fleet Management Application. It is intended to be used by Database Administrators, and outlines how to use the feature, the categories for purge and retention time periods, as well as any frequently asked questions.
In certain situations, it may be necessary to purge data from your database. The Purge feature allows you to permanently delete certain types of data, including private data, at specific time intervals. With this feature, you can set up to 20 purge schedules.
✱ NOTE: For newly created databases, the default purge frequency is set to two years for all the data categories. This is enabled by default.
Purge settings can only be modified by the company-wide Administrators. To access this feature, ensure you are using the Administrator user type.
In the Fleet Management Application, purge and data retention time periods can be decided for each of the categories:
The following components will be deleted under this category:
✱ NOTE: Please visit our Product Guide for more information regarding these components.
Only the FuelTransaction component will be deleted.
✱ NOTE: Fuel based Status Data will not be purged with this category.
The following components will be deleted under this category:
✱ NOTE: If the database contains HOS or Asset Inspection data, the system now requires a matching retention schedule for the following three categories: Driving Data & Exceptions data, HOS data, and Asset Inspection data.
Only the DVIRLogs component will be deleted.
✱ NOTE: This was previously known as DVIR.
Only the Private data component will be deleted.
✱ NOTE: This applies if trips are considered private, or some trip data and log records are documented during private trips.
Each category has different options for retention length.
Q: We have enabled the purge feature through the UI, and a date is displayed next to the purge schedule. What is this date?
A: When the purge is initially enabled, the first purge is set up to start in 7 days. This is meant to allow other Administrators a chance to review in case the feature was incorrectly enabled. This is an irreversible change, so it needs to be handled carefully.
Q: What happens when a device or user belongs to more than one purge schedule?
A: If a device or user belongs to more than one purge schedule, by default the purge will use the purge schedule that retains the most data for this device or user. For example, if device “A” belongs to a purge schedule that removes data older than the past six months and also belongs to another schedule that removes data older than a year, only data older than a year will be removed.
Q: What are the start and end time for the purge?
A: When the purge is scheduled through the System Settings in the database, it will default to start between 8:00 PM to 12:00 AM, and end at 5:00 AM. The timezone is selected based on the majority of users' timezone in the database.
Q: What should I do if I already have the purge enabled?
A: If it is already enabled, ensure that the purge schedule is set up correctly. It is important to check that the system is configured to only purge data that is not needed for any of the regulatory products you are using in our system from the legal data retention standpoint.
Q: When data is purged using this feature, can the Telematics Provider give me a copy if I mistakenly delete it?
A: Once the data is purged using this functionality the Telematics Provider no longer has any reasonable access to that data. It is important that you retain all data necessary to satisfy your organization's legal and regulatory requirements. You can purge or download your data using the Fleet Management Application.
Q: Are Tachograph files purged today?
A: No, they are currently not purged as part of the current functionality.
Q: Will the Data Purge be applicable to both active and inactive databases?
A: Any database (active or inactive) with a purge schedule setup will have the data purged (deleted) based on the data retention periods provided in the purge schedule
For any further questions, please contact your Authorized Sales Partner.