Student Manager Maintenance Schedule
Use this schedule as a guideline for keeping your Student Manager data in tip-top shape. Each task links to detailed instructions.
| Task | When | How |
|---|---|---|
| *Backup databases | Daily to Weekly | Tools > Backup Data |
| Reindex databases | Monthly (or as needed) | Tools > Database Admin > Pack/Reindex |
| Run The Catch-All tool to clean up various duplicates | Weekly (or as needed) | Tools > Data Cleanup > The Catch-All, Registration, Name (IDs Only), Cost Center Codes, Missing Course/Instructor Links, & UDF |
| *Remove (pack) records marked for deletion | Monthly (or as needed) | Tools > Database Admin > Pack/Reindex |
| Deactivate Courses (i.e. remove courses from registration routines) | Monthly (or as desired) | Module > Courses > Mass Change/Update/Delete/Archive |
| Upgrade system | Quarterly | Download file is available on our Downloads page |
| Clean up User Records (delete records, review access levels, etc.) | Quarterly | Tools > Password Maintenance |
| Purge Waitlists | End of Term (or as desired) | Module > Courses > Mass Change/Update/Delete/Archive |
| Clean up codes (e.g. remove unused codes, deactivate/combine codes, etc.) | End of Term | Tools > Data Cleanup > Code Areas |
| Deactivate Tracking Codes | End of Term | Module > Codes > REGISTER: Tracking Codes |
| Combine Duplicate Names | End of Term | Tools > Data Cleanup > Combine Names |
| Purge Room Use Records | End of Term/Year (for previous term/year) | Module > Courses > Mass Change/Update/Delete |
| Combine Duplicate Firms | Twice Yearly | Tools > Data Cleanup > Part 2 Firms |
| Clean up Additional Reports | Twice Yearly | Tools > Reports > Activate/Deactivate Reports |
| Clean up Orphan Registrations and Payments | Monthly | Tools > Data Cleanup > Orphan Registrations & Payments |
| Clean up unused Queries | Twice Yearly | From appropriate Report Area (e.g. Reports > Registrations > Rosters) |
| Lock Courses | End of Fiscal Year | Module > Courses > Mass Change/Update/Delete |
| Archive Data | Annually (or as needed) | Module > Courses > Mass Change/Update/Delete |
| Clear Old Holidays | Annually | Module > Holidays > Clear Old Holidays |
* Database Type Notes
- Backups - if you are using the SQL or Postgres database type, your database administrator is responsible for backing up the database. Running the Backup tool in the SQL/Postgres version only backs up resource files such as .mem files, user files, system files, and logs.
- Pack Procedure - if you are using the SQL or Postgres database type, the Pack procedure is not available because records are automatically deleted in the SQL/Postgres version.