Purging Old Attachments

Started by Ray Alvarez, September 14, 2010, 11:02:18 AM

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Ray Alvarez

How are you all handling the purging of old attachments?  We have many clients that have over 10 years of attachments.  We don't want to purge the client just the attachments over 7 years old.  How do you do that?  We can't find a utility for that.  Thanks!
Ray Alvarez, AAI, AIS
Petschauer Insurance Agency
New York City
TAM 2014;
Exchange; Win2003 Server; 15 Users
Upload, Download/TS/CL/PL

Gene Foraker

I would not want to do a mass purge only by date.    We are required by our companies to retain a signed app for as long as the policy is in effect.   I would also want to retain signed rejections indefinitely. 
Gene Foraker CPCU
Gates-Foraker Insurance Agency
Norton, OH


My posts are a natural hand made product. The slight variations in spelling and grammar enhance its individual character and beauty and in no way are to be considered flaws or defects.

Ray Alvarez

Our concern is that if we don't clean up our old files, we are not following our file retention policy.  If this were a paper file, anything over 7 years old gets shredded.  We would like to do the same with our electronic files.
Ray Alvarez, AAI, AIS
Petschauer Insurance Agency
New York City
TAM 2014;
Exchange; Win2003 Server; 15 Users
Upload, Download/TS/CL/PL

Jeff Zylstra

Would it be possible to use the "custom date" feature and date the apps and rejection forms for a future date?    Just a thought, but I don't believe it is even possible to purge attachments, is it?  The other "issue" is that the activities associated with these attachments would still be left, and so would the "links" that allow you to "drill down" between activities and attachments.  Don't know.
"We hang the petty thieves, and appoint the great ones to public office"  -  Aesop

Gene Foraker

Quote from: Ray Alvarez on September 14, 2010, 11:28:53 AM
Our concern is that if we don't clean up our old files, we are not following our file retention policy.  If this were a paper file, anything over 7 years old gets shredded.  We would like to do the same with our electronic files.

But that is just my point.   You can't just choose to shred all paper over 7 years old, either.   When transactional filing paper, we kept a "core" file for 7 years after the policy was in effect.   For no other reason than company contracts required it.
Gene Foraker CPCU
Gates-Foraker Insurance Agency
Norton, OH


My posts are a natural hand made product. The slight variations in spelling and grammar enhance its individual character and beauty and in no way are to be considered flaws or defects.

Jim Jensen

They really should have a utility or options in purge that would allow us to choose categories to include/exclude (exclude all applications and appraisals) for purging of attachments. There are letters to keep too, I suppose, which would take more careful reviewing. I wouldn't want to purge a letter explaining that something wasn't covered, unless I sent it again (which isn't a bad idea anyway).
Jim Jensen
CIC, CEO, CIO, COO, CFO, Producer, CSR, Claims Handler, janitor....whatever else.
Jensen Ford Insurance
Indianapolis

Lance Bateman

If I remember correctly - the problem with the "activity purge" is that it would not purge anything with an indicator that there is an attachment, whether the attachment exists or not.  You would have to identify those remaining after running an activity purge, then you could delete the activities one at a time - depending on what version you are on, and rights.  That at least should remove reference to the attachment.

I believe, at least on versions prior to 10.x, you'd have to individually delete attachments.

brinkerdana

Time for a PMR!   ::)
AS might like this one since clean-up is a big part of the conversion to EPIC.

Dana Brinkerhoff
Retired

Ray Alvarez

Thanks everyone for your responses.  I guess we'll just have to keep them in the system indefinitely.
Ray Alvarez, AAI, AIS
Petschauer Insurance Agency
New York City
TAM 2014;
Exchange; Win2003 Server; 15 Users
Upload, Download/TS/CL/PL

Jeff Zylstra

Quote from: brinkerdana on September 14, 2010, 02:15:35 PM
Time for a PMR!   ::)
AS might like this one since clean-up is a big part of the conversion to EPIC.



The other attachment issue that kind of goes along with this is the ability to either print, export of copy all of the attachments from a given customer as part of the discovery process in an E&O suite.  I've seen a number of these frantic requests on the newsgroups after someone had been subpoenaed for their entire customer file.  Funny how it happens, but it always seems to be some mega account that has thousands of attachments on it.   Applied's imaging and E-Filing is pretty good, but there are also some serious gaps like this one too.
"We hang the petty thieves, and appoint the great ones to public office"  -  Aesop

Alice

Quote from: brinkerdana on September 14, 2010, 02:15:35 PM
Time for a PMR!   ::)
AS might like this one since clean-up is a big part of the conversion to EPIC.

Been there...done that...along with one for allowing experation dates beyond 2029 (submitted 5 yrs ago I believe), and a few others that I never called in because I requested through the old ASCnet request system (showing my age again!) and basically gave up.

Andrew Carrick

We've had a UK PMR outstanding for years - in some text boxes e.g. email within TAM, the £ sign isn't recognised. Just a small thing but then we're only a small country after all....   >:(
Jelf Insurance Partnership
Hull, East Yorkshire, UK
Me and TAM used to have a thing but we've split amicably. She got the kids, I got the Camaro and the maid.

Lance Bateman

Do they know something, about the UK going to the Euro?  Or do they even allow that one? 

Quote from: Andrew Carrick on September 15, 2010, 09:55:43 AM
We've had a UK PMR outstanding for years - in some text boxes e.g. email within TAM, the £ sign isn't recognised. Just a small thing but then we're only a small country after all....   >:(

Matthew Udovich


Judy Means

Pretty expensive but what a nice looking program.  Sure gives you some flexibility.



Judy
Judy Means
West Texas Insurance Exchange, Inc.
Odessa, Texas
TAM8.5 and other goodies