ERP DATA ARCHIVING CHECKLIST

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--- PLANNING & SCOPE DEFINITION ---
[ ] Define Archiving Scope Statement
[ ] Estimated Data Volume (GB)
[ ] Start Date of Data to be Archived
[ ] Legal Jurisdiction for Data Retention (United States, European Union, Other)
[ ] Specify Relevant Legal and Regulatory Requirements
[ ] Data Categories to be Archived (Financial, Customer, Sales, Inventory, HR)

--- DATA IDENTIFICATION & CATEGORIZATION ---
[ ] Data Type Category (Financial, Customer, Inventory, Human Resources, Operational)
[ ] Estimated Data Volume (GB)
[ ] First Creation Date
[ ] Data Sensitivity Level (Public, Internal, Confidential, Restricted)
[ ] Relevant Regulations (e.g., GDPR, CCPA) (GDPR, CCPA, HIPAA, SOX)
[ ] Retention Period (Years)

--- ARCHIVAL SYSTEM SELECTION ---
[ ] Archival System Type (On-Premise, Cloud-Based, Hybrid)
[ ] Estimated Data Volume (TB)
[ ] Projected Growth Rate (%)
[ ] Security Requirements (Encryption at Rest, Encryption in Transit, Access Controls (RBAC))
[ ] Data Retrieval Speed Required (Near Real-Time, Within 1 Hour, Within 24 Hours)
[ ] Vendor Evaluation Criteria (Details)

--- DATA EXTRACTION & PREPARATION ---
[ ] Data Cleansing Rules Description
[ ] Maximum Number of Records Processed Simultaneously
[ ] Data Extraction Method (Direct Database Query, API Extraction, Flat File Import)
[ ] Start Date for Data Extraction (if applicable)
[ ] Mapping File (if applicable)
[ ] Fields to Anonymize/Mask (Name, Address, Social Security Number, Email Address)
[ ] Transformation Logic Description

--- DATA TRANSFER & VERIFICATION ---
[ ] Number of Records Transferred
[ ] Data Transfer Rate (MB/s)
[ ] Transfer Method (Direct Transfer, API Integration, SFTP)
[ ] Data Transfer Start Date
[ ] Data Transfer End Date
[ ] Transfer Error Logs (if any)
[ ] Checksum Verification Method (MD5, SHA-1, SHA-256)
[ ] Checksum Validation Result (0 = Pass, 1 = Fail)

--- METADATA MANAGEMENT ---
[ ] Archiving System ID
[ ] Data Source System
[ ] Archiving Date
[ ] Record Type
[ ] Record Count
[ ] Retention Category (Legal Hold, Standard Retention, Short-Term)
[ ] Archiving Notes

--- ACCESS & RETRIEVAL PROCEDURES ---
[ ] Detailed Retrieval Request Procedure
[ ] Authorized Retrieval Roles (System Administrator, Data Custodian, Compliance Officer, Legal Counsel)
[ ] Data Retention Expiration Date
[ ] Maximum Data Retrieval Requests Per Period
[ ] Physical Access Point for Retrieval (if applicable)
[ ] Authorized Retrieval Time Window
[ ] Special Retrieval Request Justification (if required)

--- SECURITY & COMPLIANCE ---
[ ] Data Encryption Method (AES-256, RSA, Other (Specify))
[ ] Relevant Compliance Standards (GDPR, CCPA, HIPAA, SOX, PCI DSS, Other (Specify))
[ ] Security Incident Response Plan Description
[ ] Last Security Audit Date
[ ] Security Audit Report
[ ] Access Control Method (Role-Based, Attribute-Based, Other (Specify))

--- TESTING & VALIDATION ---
[ ] Number of Test Cases Executed
[ ] Number of Failed Test Cases
[ ] Data Integrity Verification Method (Checksum Comparison, Record Count Validation, Database Query Validation)
[ ] Date of Last Full Archiving Test
[ ] Description of any Archiving Errors Found
[ ] Data Recovery Test Result (Successful, Partially Successful, Unsuccessful)

--- DOCUMENTATION & TRAINING ---
[ ] Archiving Process Documentation
[ ] Data Retention Policy Summary
[ ] Training Materials (e.g., Guides, Videos)
[ ] Number of Employees Trained
[ ] Date of Last Training Session
[ ] Training Delivery Method (e.g., In-Person, Online) (In-Person, Online, Hybrid)
[ ] Feedback Received from Trainees (Summary)

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