Jonathan SorrentiD2L Site Admin Tools Discussion

Data Purge Tool

What is the Data Purge Tool?The Data Purge tool enables you to create data sets which you can purge and

store in as archived files. A data set is a collection of individual information items you can group together because they all share a common attribute.

Date Purge helps you archive data, reclaim system storage space, and manage records according to your institution's data retention policies. Once processed, all purged and archived data sets cannot be restored. You can only access archived data sets from the designated file location. You cannot store or purge root org units such as your entire organization. Data Purge will not process data sets that contain Org level IDs.

Data Purge TypesOrg Unit data set - Can contain course materials (e.g. Content), user activity

(e.g. Discussions, Quizzes, Grades, Assignments, Checklist), and files in the course path.

User data set - Can contain profile information, activity log, emails, locker files, Assignments Turnitin data, user enrollment, and user collections.

Instance data set - Can contain orphaned information and data that does not belong to categories in Org Unit data or User data. For example, orphaned questions in Question Library would belong to an Instance data set.

How Do You Create Data Sets?1. From the Admin Tools Menu Icon Admin Tools menu on the minibar, click Data Purge.2. On the Data Purge page, from the Create Data Set action menu, select the data set type you want to create.3. Enter a Purge Set Name. D2L recommends that you include a description about your data set.4. Choose a Store or Purge? option.5. Do any of the following actions:

• If you chose an Org Unit data set type, in the Options section, choose the type of data and files you want to include. Click The Add icon Add Org Units. To enter each org unit ID manually, click Enter Org Unit IDs. Enter the org unit IDs you want to add. Click Add. To import multiple IDs, click Import a CSV file. Click Choose File and select a CSV file to import. Click Add.

• If you chose a User data set type, click The Add icon Add Users. You can enter users by username, import a user collection, or import usernames in a CSV file.

• If you chose an Instance data set type, select a calendar date and time to indicate that only data and files older than the specified date and time are included in the data set.

6. Click Save.

Data Set Finished Example

Reporting Tool

What is the Best Report for the Data Purge Tool?1. From the Admin Tools Widget, choose the Reporting tool2. Create a New Report using the Org Units Data Set Name3. Name the Report (Ex: Current OU Codes) and give a category to save it4. Table Columns choose: Org Unit Type.Name, Org Unit ID, Name, & Code5. Filters choose: Is Deleted = False & Selected Org Unit Types Below.. Then

check Course Offerings 6. Click Save

Current OU Codes Report1. Run the report2. Export to CSV

Separate the Data1. Turn data into a table2. Sort by the Org Unit ID3. Organize the Data into sheets per

semester4. Select and Copy the Org Unit ID

column5. Paste these values into the Data Purge

Tool

End Semester Batch

Where Do I Find End Semester Batch?1. From the Admin Tools Widget, choose the Course Mappings2. Choose Administrative Function3. Click the End Semester Batch Dropdown Menu4. Choose the Semester to End & Click the Run End Semester Batch button5. Repeat Steps 3 & 4 Until All Semesters for the Purge have been Ended

Run Data Purge

How Do I Queue the Data Set for Purging?1. Contact the D2L Help Desk and make sure that the Data Purge Tool is

running on a set schedule and remember what the schedule is2. Click on the dropdown menu next to the Data Set you want to queue for

purging3. Click on the Queue for processing option

Questions?

sorrentij@midlandstech.edu8038223049