Data Retention Tool

A new data retention tool has been incorporated within the CIS database that allows for optional data purges based upon state and/or line of business (LOB)-specific retention policies. This data tool will not purge accounting related information that is transferred between the CIS & AFD databases.

AIM Data Retention Module

Now, you can completely delete data associated with quotes, submissions, and policies. There will be differences on what gets deleted based on if the quote is bound or not bound.

  • Non-bound Quotes: All tables associated with submissions and quotes will be deleted from the database.

  • Bound Quotes: The core set of tables will be kept for bound policies. All other tables, other than the ones listed below, will be deleted. The core set of tables are being kept, ensuring that the Accounting functions are not impacted. These functions include anything that the core set of tables are directly tied to in an invoice.

    • Bound is defined as any quote that has a policy record. Reason being if there is a policy record that has an invoice, and that invoice has been exported to accounting and not deleting invoice data that is in the CIS or AFD databases.

    • Core set of tables:

      • Quote

      • Version

      • Policy

      • Endorse

      • InvoiceHeader

      • InvoiceDetail

      • taaHistVersion

      • taaHistQuote

  • The data purging function should be performed only after a database backup in case any issues arise.

  • The data purging function should NOT be performed during the daytime since there will be a significant number of tables and data being deleted from the database. It is recommended to run this process after heavy use hours.

  • We recommend deleting small batches of quotes during a data purge. Once the batch is started there is NO stopping the process.

  • The data purging function will NOT handle any custom tables or constraints between those tables. The data purging function is only certified to run on the core set of AIM CIS database tables.

  • The data purging function will NOT affect data in the AFD or Claims databases.

  • The data purging function will NOT delete from the Insureds table.

  • Begin by Logging in to the Process Manager, then click on AIM Data Retention Module and click Process.

    • This process is inserted as security level 9 so only users that have the level 9 security will be able to see this AIM Data Retention Module.

    • If you are using the Enhanced Security Feature then your individual rights for using the Process Managwer include Data Retention, Set Batch Status, Define Batches, Review Batches, and Execute Data Purge.

      • Set Batch Status - Allows user with this right to Set Batch Status

      • Define Batches - Allows user with this right to Add Batch and select quotes/submissions into a purge batch

      • Review Batches - Allows user with this right to mark quote/submissions as Mark To Purge or Mark Not To Purge

      • Execute Data Purge - Allows user with this right to Purge

AIM Process Manager

AIM Data Retention Module

Batch Master Tab

  • The batch master screen will display all the batches that have been created. There will be a filter that is defaulted to Hide Purged which will hide any purged batches by default. There is another filter option Show All for showing all batches, including the batches that have been purged. This limits the number of batches displayed at a time.

    Batch Master Tab

    • There are three options after you select your batch ID’s:

      • Add Batch - When adding a new batch, you will select the criteria and which quotes to include. Quotes that are already in a batch will not appear.

      • Delete Batch – Delete the selected batch. Any batches that are not in the Purged status can be deleted. Once a batch is deleted, the quotes that were in that batch can be selected for a new batch.

      • Set Batch Status – Change the selected batch into a new status in the workflow. The following will outline each status type.

Add Batch

When adding a new batch, you will select the criteria, and which quotes to include. Quotes that are already in a batch will not appear since they are already in an existing batch.

1. Enter the required fields (Batch Name, Policy Information, and Policies Expiration Date) and click on Select Batch

2. Select the quotes you wish to include in a batch

3. Click on Save Batch

Add Batch

Delete Batch

Delete the selected batch. Any batches that are not in the Purged status will be allowed to delete. If a batch is deleted, then those quotes that were in that batch will be able to be selected for a new batch.

Set Batch Status

Change the selected batch into a new status in the workflow. The following will outline each status type.

  1. Select a Batch ID and click on Set Batch Status at the bottom. You will have three options depending on the Status of the Batch. Set your status and click on Set.

    1. Draft Status - During this status, you can change the filter options for selecting which quotes will be in the purgeable batch.

      Draft Status

    2. Review Status - During this status, you will flag every quote in the batch to be purged or not purged. No new quotes can be added during this status. However, you will be able to remove a selected quote from the batch. Every quote in the batch has an entry in the Purgeable field. The batch cannot be moved into the Ready status until each quote or submission has a Purgeable value (Y/N). Multiple quotes or submission can be selected at once and sent to the Purgeable field.

      Review Status

    3. Ready Status - During this status you will only be able to execute the Purge function. Review the Batch Detail Tab section to access this status.

      Ready Status

  • If you are not using the Enhanced Security Feature, then only level 9 users can do everything, and the statuses are not separated.

  • If you are using the Enhanced Security Feature, then individual rights for allowing PM - Data Retention will include Define Batches, Execute Data Purge, Review Batches.

Purge

This will execute the purge operation for the selected batch.

  1. When you are ready, select your batches and click Purge at the bottom right.

    Purge

  2. You will be brought to a security pop up that will ask if you want a Detailed Log and/or a Test Run before executing the purge. When ready, click Purge.

    Purge Security Check

  3. During the execution of the purge, the Batch Processing Log will give the output during that execution.

    Batch Processing Log

  4. Copy the Quote ID and you will also be able to view a more in-depth log account.

The batch detail tab will show the quotes that are in a selected batch. In addition, you will be able to remove any of the quotes that do not appear to be in the batch. You will also set the Purgeable field for every quote if the batch is in the Review status. You can select multiple quotes and submissions.

  • Additionally, you can make edits to your batch including the Batch name and Start/End date.

Batch Detail

  1. Select the Batch IDs you wish to include and either click Mark to Purge or Mark Not to Purge. You will notice a Y or N in the Purgeable field.

    1. Any quotes that have been marked as Purgeable = Y during the Review status will be deleted.

    2. Any quotes that have been marked as Purgeable = N will not be deleted and will be logged as skipped.

  2. With this step complete you will now be able to access the Ready Status in the Batch Master tab.

    Select Batch IDs

    Purge Options

    Purgeable Batches

Error Code Column

0 - The quote/submission was deleted successfully.

1 - There was an error when trying to delete. Look at the log tab for that batchid for further details on what that error could be. If there is an error then the batch will continue to process other quotes and may log other errors. The batch can be re-purged and will pick up where it left off if there was an error.

Error Code

You can look up the history of what was purged in the log tab. You can search by Policy ID, Quote ID, or Named Insured. The log will search the purging history and existing batches to see where the selected search criteria is found, showing if it has been purged or if it is sitting in an existing purge batch.

Audit Log - Displays the history on the Batch ID showing who modified the batch and when.

Log Tab

If you click a specific Batch ID in the log, you will be able to review the information within the ID.

Review Batch ID

  • Quote
  • Version
  • VersionDetail
  • taaMultiStateTax
  • taaPremiumFinanceLog
  • TaxAllocation
  • Images
  • Activity
  • Notes
  • OleAttach1
  • QuoteLayer
  • QuoteLayerPolicy
  • Suspense
  • taaEMail
  • Register
  • CertHolder
  • Certificate
  • taaAssignedBinderLog
  • taaInspection
  • taaEIMProduction
  • taaPremiumReturn
  • taaProductionSplit
  • taaInvoiceCommissionSplit
  • AdmittedDecliningCarriers
  • taaAdditionalInterestProperty
  • taaAdditionalInterestSchedule
  • taaAggregateDetail
  • taaCoinsurance
  • taaDetail_ExcelSheet
  • taaDocucorpSelectedForms
  • taaDocumentCC
  • taaFormMakerMap
  • taaGLRatingDetail
  • taaHeldFile
  • taaLocationSchedule
  • taaMarketSubmit
  • taaNetSubmissions
  • taaPolicyCoverageDetail
  • taaPolicyEndorsement
  • taaPolicyEndorsementDetail
  • taaPolicyUnderLying
  • taaPremiumAllocation
  • taaProcessDetail
  • taaPropertyAggExposure
  • taaPropertyAggSchedule
  • taaQuoteActivity
  • taaQuoteDetail_WC
  • taaQuoteExtendedDetail
  • taaRatingDetail
  • taaRatingSystem
  • taaReinsurance
  • taaRiskDetail_Aviation
  • taaRiskDetail_Coding
  • taaRiskDetail_CommPropCoverage
  • taaRiskDetail_CommProperty
  • taaRiskDetail_CondoUnit
  • taaRiskDetail_CondoUnitDetail
  • taaRiskDetail_EarthquakeMatrix
  • taaRiskDetail_Garage
  • taaRiskDetail_GLClassCode
  • taaRiskDetail_HomeOwners
  • taaRiskDetail_Marine
  • taaRiskDetail_MarineDeduct
  • taaRiskDetail_MarineLimits
  • taaRiskDetail_MSAState
  • taaRiskDetail_Occupant
  • taaRiskDetail_PackageSummary
  • taaRiskDetail_Plates
  • taaRiskDetail_Property
  • taaRiskDetail_Watercraft
  • taaRiskDetail_WatercraftAux
  • taaRiskDetail_WatercraftDinghy
  • taaRiskDetail_WatercraftOp
  • taaRiskDetail_WCClass
  • taaRiskDetail_WCLocation
  • taaRiskDetail_WCOfficer
  • taaRiskDetail_WCState
  • taaRiskDetail_WCSurcharge
  • taaRiskDetail_WorkCompClass
  • taaRiskDetail_XSFlood
  • BusAutoAutoSymbols
  • BusAutoHiredOwnedSection
  • BusAutoMotorCarrierSymbols
  • BusAutoNonOwnedSection
  • BusAutoTruckersDriveOtherCarSection
  • BusAutoTruckersTrailerInterchangeSection
  • BusAutoTruckersSymbols
  • BusAutoTruckersHiredBorrowedSection
  • BusAutoTruckersNonOwnedSection
  • taaUserDefinedRecords
 

Note: This update is part of the AIM 21R1 release. Navigate to the AIM Release Notes 2021 R1 to review other enhancements and fixes that were part of the release.