Rank: Forum user 
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After a bit of opinion here, a couple of months ago my company was given a list (in an excel spreadsheet) of approximately 250 Performance Objectives (PO) that our firefighters must meet by our customer’s command authority. Each PO has a frequency that it must be retaken (3,6,12,24 months, etc.) for each of the firefighters dependant on role (Firefighter, Crew Manager, etc).
The spreadsheet was very inefficient as it was all manually monitored for each firefighter by their line manager. I developed a database that will allow for easier input and has a RAG system for showing when a firefighter is reaching one of his PO frequencies. This all works fine and even includes printed reports for the firefighters.
My query is that as the database is used (24 firefighters with 250 PO’s) the storage increases and to keep the system efficient I normally include a cleanup (delete query) that will erase the old data. It is this time period that I wondering about, how long should I keep the data, the maximum PO frequency is 36 months.
Thanks in advance
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Rank: Super forum user
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This is not about H&S as such and I suggest you speak to a guy with detailed knowledge of how the IT system works.
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Rank: Forum user
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Not about H&S this is competency based training and record keeping of such? As for the IT I am the guy designing and developing the database.
How long should such records be kept, is there a recommended time period for such data, considering that if a firefighter was injured then their training records would come under scrutiny.
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Rank: Super forum user 
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Sounds like you are painting yourself into a corner!
Export the older data to a csv archive file and save that. You can then retain the data without struggling with a single file that is obviously growing constantly.
If you don't know how to do this, ask someone to teach you or read a book, or do as I do and create a small test file and learn by trial and error.
Remember your back-ups
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Rank: Forum user
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Don’t delete the data and move it. Good idea; will get the database to store the out of date data in an archive table but will have to still clean house some time.
My question wasn’t really about the software, I can do that no problem (hold excel/access advanced certificates). It is about when I can safely delete records that deal with competency training. Especially considering that when one of the firefighters renews a competency, can the old one be deleted (how many MOT certificates would you keep for your car?)?
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Rank: Super forum user
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In a different world perhaps, since the data I handle is much different and for me there are many legal demands on data retention. Notwithstanding, there are many advantages.
Why focus on deletion?
The cost of electronic storage is minimal. Advantages include the ability to look back at the archives for a diversity of research purposes - including many purposes that you may not realise yet - and on perhaps rare occasions to resolve problems etc
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Rank: Forum user
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With an Access database the more information stored within a table that has a relationship with another table means it has to sort the data on how you want it used. More data means more processing which slows the system, so by clearing the out of date information keeps it running more smoothly.
Like you said moving the data is a good idea as it will just be stored and not processed. Unfortunately the server I use at work is only small, so the IT department don’t like large memory usage. This will not be expanded as the future of the site is in doubt. The database is already nearly 6mb in size (although this is due to company logos and user friendliness).
End of the day though the data is mostly numerical, dates and a little info so will not take up much storage space. So will not delete and archive it.
Thanks for the help.
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Rank: Super forum user 
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As above don't delete it move it ( or at least move it to an archive database), data storage is relatively cheap. However I think what you are looking for is a time. I would go for either 6 or 9 years in the ACTIVE database.
Reasoning:-
If the max frequency is 3 years ( 36 months) then Man A starts at the beginning of the cycle. Man B starts just before the end of the cycle for man A ( ie just under 3 years) but as you need the dates to calculate the next time due ( or at least be able to see one or two full cycles and you are most likely to archive by date then to so to not lose anyone you need at least 6 years worth to calc the renewal for man B.
I would be tempted to keep in the active database for 9 years, and at 9 years move the first 3 years to the archive.
Further reasoning for keeping the info forever, is that it would potentially help if there was ever a claim. I once had a claim come in for a man who had apparently worked for the company in 1965 for 1 year, this was in 2007 ! - As you can imagine we could prove zip, on the training and instruction etc he was given. ( yes I know it was before the HASAWA !, even a year before I was born).
Ho Slightly curious at to the database software used. I would also add that if you create an archive database in the same package then if you do change packages in the future it will be just as easy to convert two as one.
Hope this at least gives you something to think on
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Rank: Super forum user
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Sorry for the typo's I have a cold at the moment and brain not fully working. Must remember to proof read in future.
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Rank: Forum user
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Thanks for all the help (Sorry about the cold though).
Data now stored but dependant on the frequency of the PO. Archive still accessable if required.
Job done.
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Rank: Forum user
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It’s Friday, I finally completed the project and ready for release to both sites. Management are over the moon with my work.
Thank you again for the help the system works perfectly.
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