Happy New Year everyone.
Our consortium has been on Tessitura for 18 years and lots of lists, extractions, and output sets (l/e/o) have been created by users at the various organizations during that time. Occasionally there has been some cleanup done by users, but many of the l/e/o remain in the system with a portion of those created by users who no longer work in the consortium. We have asked users to clean up and delete any old l/e/o, but we want to establish some clear guidelines for how long these are kept and have a regular procedure in place to reduce the number of outdated l/e/o.
At the Database Managers’ meeting last month, I posed this question and got some great feedback, such as having time limits for how long l/e/o are kept with periodic review (such as end of FY), naming conventions to easily identify evergreen items, reassigning l/e/o when a person leaves an organization. I also wanted to hear what others are doing to keep l/e/o from getting out of hand and if anyone has policies/guidelines in place.
Appreciate any feedback.
T.C.
Do any of you use SQL to delete old extractions in bulk? We also have 17 years of old LEOs to grapple with.
I have used SQL to inactivate them, but you have to be more careful on the deletes due to referential integrity. At a minimum, you'd want to delete the detail rows (list contents) first. I'd also do a check of the catalog to see where else lists might be referenced in tables.
(I feel that - almost as many)
Maybe we can we talk about:
Thanks for the mention, Heath Wilder!
I'm happy to share my list/output set/extraction cleanup utility if anyone wants it. Email me at catherine@artsphilly.org and I'll send you a copy. It's currently good for v15. (We're still in early stages of v16 testing so I haven't yet checked it out there yet.)
The utility inactivates and/or deletes lists, output sets, and extractions that haven't been used in a specified amount of time. It's really helped our consortium keep those areas of Tess manageable, which, from an admin/backend perspective, is especially worthwhile when dealing with version upgrades.