============================================================================= Run Date: MAY 23, 2001 Designation: IBD*3*41 Package : IBD - AUTOMATED INFO SYSPriority: Mandatory Version : 3 SEQ #36 Status: Released ============================================================================= Subject: PURGING AICS FILES Category: - Informational Description: ============ Capacity Management has completed another review of disk consumption for VistA. As a result of the review, the ENCOUNTER FORM TRACKING (357.96) file was found to be causing rapid and unexpected growth of the IBD global. It was discovered that some sites are using AICS to print encounter forms but not using AICS to capture encounter data. If the purge parameters are not set appropriately, the file can become extremely large. This patch is a reminder for each site to check parameters and insure the parameters are appropriately set. Below is a guideline for setting parameters. *** NOTE *** If purging has not been performed before, it may take a long time to complete the first time. Also, the IRM should be alerted to check journaling or disable journaling. INSTRUCTIONS (Non Cache NT Sites) FOR ONE-TIME RUN: =================================================== Encounter Form IRM Options: Purge Form Tracking files [IBDF MANUAL PURGE FORM TRACK] This option is locked with the IBDF IRM security key. Introduction: This option is used to clean up old data in AICS files. Sites are allowed to choose the type of data to be deleted, and the number of days of data that should be retained. In addition, sites are allowed to choose whether or not to retain data on items where the AICS processing is incomplete. Sites that do not scan and do not use AICS Manual Data Entry should purge all files completely and retain the minimum amount of data. EXAMPLE SET UP: Do you want to purge Form Tracking? Enter Yes or No: YES Do you want to purge Form Definitions and Form Specifications? Enter Yes or No: YES Number of Days to Retain: (60-999): 180// 30 Select one of the following: 0 None 1 Purge Completed Entries 2 Purge All Entries Purge what Entries: 2// Purge All Entries Requested Start Time: NOW// Sites that are actively scanning may choose to keep data for a longer period, and purge only completed records depending upon the speed of completing outpatient records. EXAMPLE: Do you want to purge Form Tracking? Enter Yes or No: YES Do you want to purge Form Definitions and Form Specifications? Enter Yes or No: YES Number of Days to Retain: (60-999): 180// Select one of the following: 0 None 1 Purge Completed Entries 2 Purge All Entries Purge what Entries: 1// Purge Completed Entries Requested Start Time: NOW// This option needs no device and has no output. It is recommended that this task be scheduled to run at least once weekly, either during the weekend or at some other off-peak time. Use the option IBDF AUTO PURGE FORM TRACKING to automatically queue this option to run on a recurring basis. Ensure ENCOUNTER FORM PARAMETERS (357.09) fields RECORDS TO PURGE (.02) and FORM TRACKING RETENTION DAYS (.03) are populated appropriately. The task will purge old data from several AICS files including: FORM DEFINITION file (357.95) ENCOUNTER FORM TRACKING file (357.96) FORM SPECS file (359.2) AICS ERROR AND WARNING LOG file (359.3) EXAMPLES OF ENCOUNTER FORM PARAMETER FILE SETTINGS ================================================== Sites that do not scan and do not use AICS Manual Data Entry should purge all files completely and retain the minimum amount of data. RECORDS TO PURGE: ALL// ? Choose from: 0 NONE 1 COMPLETED 2 ALL RECORDS TO PURGE: ALL// FORM TRACKING RETENTION DAYS: 60// Sites that are actively scanning may choose to keep data for a longer period, and purge only completed records depending upon the speed of completing outpatient records. RECORDS TO PURGE: COMPLETED// ? Choose from: 0 NONE 1 COMPLETED 2 ALL RECORDS TO PURGE: COMPLETED// FORM TRACKING RETENTION DAYS: 180// INSTRUCTIONS FOR CACHE NT SITES: =============================== If the fields; .02, RECORDS TO PURGE = ALL and field .03, FORM TRACKING RETENTION DAYS = 60 in File 357.09, ENCOUNTER FORM PARAMETERS, and you already have the option IBDF PURGE scheduled to run on a weekly basis then you do not need to manually purge your AICS Files. In Programmer Mode, in VAH or TST, D ^XUP, to set up variables. So that the purge does not fill your journals and cause your system to hang, we will disable journaling just for this purge. At the programmer prompt: >"D DISABLE^%NOJRN and now start the purge. >D AUTO^IBDFPRG When the Purge has stopped, you should get a printout of the results and your cursor will return to the programmers prompt. The time depends when or if you have run the purge before. If this is your first AICS purge and if you have had heavy activity with your encounter forms, it might take overnight. If you need to stop this job or it stops itself before completion, you can restart it by repeating the above instructions. All of the kills up to the point where it stopped will have been purged. Once the job has stopped you will need to halt or ENABLE JOURNALING. The command to ENABLE is D ENABLE^%NOJRN. EXAMPLE OF MANUAL PURGE: >D AUTO^IBDFPRG Purge of Form Tracking Statistics Status of Form Tracking Entries Purged .......... All Form Tracking entries purged up to ............... Feb 24, 2001 Number of Form tracking Entries Deleted ......... 10000 Number of Form Definition Entries Deleted ....... 1000 Number of Form Specification Entries Deleted .... 10000 Number of AICS Error Log Entries Deleted ........ 100 > In TASKMANAGER menu, Scheduled Options, queue the IBDF AUTO PURGE FORM TRACKING to run once weekly on a recurring basis. If you are a Cache NT site and you need to perform the manual purge, please call the help desk, between 7 AM CST and 6:30 PM CST, Monday - Friday, at 888-596-4357 and we will have someone walk you through the procedure. Routine Information: ==================== ============================================================================= User Information: Entered By : HARRIS,DONNA H Date Entered : APR 06, 2001 Completed By: PHELPS,TY Date Completed: MAY 23, 2001 Released By : DUGARD,ROBERT Date Released : MAY 23, 2001 ============================================================================= Packman Mail Message: ===================== No routines included