How_do_I_change_the_years_of_history_to_keep_

How do I change the years of history to keep?

In Caselle Asset Management, the Years of History to Keep setting determines how long historical transaction and asset activity records remain stored in the system before they are purged or archived.

This history can include:

  • depreciation transactions,
  • transfers,
  • adjustments,
  • disposals,
  • audit trails,
  • and other asset activity records.

Organizations may change this setting for several reasons:

Reduce Database Size and Improve Performance

Keeping many years of detailed history can:

  • increase database size,
  • slow report generation,
  • and impact system performance.

Reducing retained history may help the system run more efficiently.

Meet Audit Requirements

Organizations often need to retain records for a specific number of years based on:

  • audit standards,
  • state retention laws,
  • grant requirements,
  • or internal policy.

Example:

  • A city may keep 7 years of asset history to align with audit retention requirements.

Preserve Long-Term Asset Tracking

Some organizations increase the retention period because:

  • infrastructure assets remain active for decades,
  • historical depreciation records are needed,
  • or long-term projects require extensive documentation.

Support Research and Historical Analysis

Historical records help staff:

  • research past transactions,
  • investigate discrepancies,
  • review prior depreciation activity,
  • and analyze long-term asset trends.

Manage Storage and Backup Requirements

More historical data means:

  • larger backups,
  • longer restore times,
  • and increased storage usage.

Organizations may shorten history retention to reduce IT overhead.

Prepare for System Conversions or Archiving

Before:

  • migrating systems,
  • archiving old data,
  • or reorganizing databases,

organizations may adjust how much history remains active in the system.

Balance Operational Needs and Compliance

The setting is usually a balance between:

  • keeping enough history for audits and research,
  • while avoiding unnecessary data growth and maintenance.


In simple terms:

Changing the years of history to keep controls how much past asset activity remains available in the system.


Changing the years of history to keep 

1. Open Connect Asset Management > Organization > Organization. 

2. Use the Keep [x] Years of History box to enter the number of years to keep the transaction history. 


 

 

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