Purging Data - How do I delete old information (GDPR)

For a video tutorial on how to purge data from the P11D Organiser please click on the link below:
Purging Data

Use the following steps to remove the old tax year information that you require. There are a few steps involve in this, but it generally falls into 2 categories – Application Data and Documents.

Data

To remove data from the live database you need to go to Admin > Purge Data (you will need the System Admin Role to gain access to the Admin section of the menu - see our guide on managing users and roles here).

In the bottom left-hand corner of the form, you can set how many years you want to MAINTAIN in the system. A majority of customers would keep '6 + 1 years', so the setting would be 7. The software will display all the years of data that are in your system.

One the setting for years is correct (in my case 7 years), pressing the Purge button will bring up a dialogue display the years outside of that range that the system will delete.

So, in the above example, you will see that the software will delete 2014/2015, 2015./2016 and 2016/2017 - if you are happy with this you would then click Yes.

Clean Up (onsite installationonly)

There are a number of documents that are created during normal operation of the system. The main locations that the system uses are shown below (visible from root application folder)

The Purge routine deletes these residual files related to that tax year as well, but you need to also consider that later backups also have this data in (see DATABACKUP Folder) and also where you may keep your own historical import and other report files away from the main application area.

Therefore, please consider if you have taken any manual backups or stored backups away from the system, as these will need deleting as well.