Is there any way to reduce the Database size by deleting the old instances from the form and database.
Can we you the Records Management for the Forms to delete the old records from the form as well as database.
Is there any way to reduce the Database size by deleting the old instances from the form and database.
Can we you the Records Management for the Forms to delete the old records from the form as well as database.
In Forms 10.4, we will be releasing two related features to help delete things from the Forms database once you are done with them.
Automatic removal of instance data or whole instances after a set time
There are two use cases we were looking to solve with this feature. The first is for an organization with strict policy regarding how long data can be kept. These organizations have forms submitted to them, but they are required to delete all data after a set number of years. They want to keep a record that the submission occurred, but they need all the data to be removed. This feature will allow the admin/process designer to set how long they want to retain instance data before it is removed, while still maintaining the instance statistics (the record that it was ever run).
The other use case is for an organization that uses Forms to do a quick, trivial task and don't want any history of it clogging up their history list, or an organization that wants to remove instance history after it has been sitting there for a long time. This admin/process designer can choose to remove both the instance data and the instance statistics to completely wipe the instance from history. Both of these can be set at the global level or overridden at the specific process level. These settings can also be locked by an admin who doesn't want process designers overriding their settings.
Automatic removal of file attachments after a set time
This feature allows admins or process designers to remove files uploaded to the Forms database after a set period of time. For most organizations, if a file is collected via a form submission, it is saved into the repository for further use. After saving the file to the repository, there is very little need to keep it stored in the Forms database also. In an effort to reduce the overall size of the Forms database, this feature will allow admin to delete the file from Forms once the process has completed and the time period has passed.
Are you regularly shrinking the database?
Also, if you are saving the data from the form in the repository, that would seem to me to be legitimate. Confirm with your records manager and try to get at least an email confirming it is ok. You will want a document to protect yourself, especially if you are in the public sector.