Purging Data from the Database

Intro

Users with appropriate rights can purge portfolio and financial data from the Arc Suite database for a specified complex and account period (optional) via the “Data Purge” page.

Care should be taken when carrying out data purge operations, as they are irreversible!

Certain functionality in this application area requires you to have one or more . For more information about any given right (i.e., what functionality it governs, etc.), please see the “Available User Rights” topic.

Tasks

    1. Expand the ArcFiling “Dataload” .

      1. Click the “Home” button at the top of the application window to return to the landing page.

      2. Select “ArcFiling” from the .
        Landing page components list (ArcFiling)

      3. Click the “Administration” at lower-left of the screen.
        “Administration” tab

      4. Click the “Dataload” menu to view available items.

    2. Expand the ArcReporting “Dataload” .

      1. Click the “Home” button at the top of the application window to return to the landing page.

      2. Select “ArcReporting” from the .
        Landing page components list (ArcReporting)

      3. Click the “Administration” at lower-left of the screen.
        “Administration” tab

      4. Click the “Dataload” menu to view available items.

    3. Click the “Data Purge” item.

      “Data Purge” page

    4. Select for the data to be purged.
      1. Set the “Balance Data Type” to either “Holdings” or “Repo Collateral”“General Ledger” via the corresponding drop-down list.

      2. Use the “Complex” drop-down list to select the complex with which the fund(s) containing the portfolio or financial data are associated.

      3. Specify a balance type, or leave the default selection of “[All]”, via the “Balance Type” drop-down list.
      4. Specify an account period, or leave the default selection of “[All]”, via the “Account Period” drop-down list.

    5. Click the “Search” button at right of the “Search Criteria” section.

    6. Select the check box to the left of the data record(s) you wish to purge.

      In the results grid, the check box and the entire row are disabled for any records associated with a closed account period.

      You can use the “Select all” or “Clear all” links to quickly select/clear the check boxes.

    7. Click the “Purge” at lower-right of the page to initiate the data purge.

      1. Click the “Accept” button at lower-right of the dialogue to carry out the data purge operation.

        This action is irreversible once complete!

        Balance data that is associated with the fund(s) and account periods(s) represented by the selected rows in the results grid will be purged entirely from the database.

      2. Click the “Cancel” button at lower-right of the dialogue to cancel the data purge action.

    1. Expand the ArcFiling “Dataload” .

      1. Click the “Home” button at the top of the application window to return to the landing page.

      2. Select “ArcFiling” from the .
        Landing page components list (ArcFiling)

      3. Click the “Administration” at lower-left of the screen.
        “Administration” tab

      4. Click the “Dataload” menu to view available items.

    2. Expand the ArcReporting “Dataload” .

      1. Click the “Home” button at the top of the application window to return to the landing page.

      2. Select “ArcReporting” from the .
        Landing page components list (ArcReporting)

      3. Click the “Administration” at lower-left of the screen.
        “Administration” tab

      4. Click the “Dataload” menu to view available items.

    3. Click the “Holdings Load Profiles” item.

      “Holdings Load Profiles” page
    4. Select the desired profile from the “Listing” pane at left of the page, or create a new profile for the complex.

    5. Click the “Security Captions” at right of the page to specify which security library properties (if any) to overwrite with values contained in the source file(s).

      1. Select the “Overwrite values with blanks” check box at the top of the tab to stipulate that a blank value in the data source file will overwrite existing values in the database for any fields whose corresponding “overwrite” check box is selected; if the check box is cleared, blank values that may exist in the data source file will not overwrite existing values in the database.

        The “Issuer Caption/Assignment, Issuer CIK and LEI” option is excluded from the behavior associated with the “Overwrite values with blanks” check box option.

      2. Select the “Use file security captions for new securities” check box at the top of the tab to stipulate that if a security is new to the specific security library, the value of the “Security Caption” field in the data source file will be used to populate the database field; the value from the Security/Investment Master library will not be used.

        If the “Security Caption” field is blank or the column is missing in the data source file, the database field will be populated with the value “[No Caption Loaded]”.

      • When the check box for any given property is selected, data from the source file for that property will be loaded, even if the source file contains a zero or blank value.
      • When any given property’s check box is cleared, data in the source file will be ignored, and values from the most recent account period end will be rolled forward.
      • For new securities, the overwrite option will be ignored and data from the source file will always be loaded.

      • For both automated FTP and manual push-button imports, any fields that are absent from the data source file will effectively have their corresponding check box cleared, regardless of the check box’s status on the application user interface.

      You can use the “Select all” or “Clear all” links to quickly select/clear the check boxes.

    6. Click the “Security Categorization” to indicate whether the categorization settings for existing securities will be overwritten with values contained in the source file(s).
      “Holdings Load Profiles” page, “Security Categorization” tab
      1. When “True” is the specified “Load as Exception” option for any given category, every security loaded to the category is loaded as an exception (however, the category library assignment associated with the Master Identifier for any given security remains unchanged).

      2. Load options are as follows:

        • “Never Overwrite”
        • “Always Overwrite” (default selection)
        • “Overwrite if Previously Uncategorized”
        • When the “Never Overwrite” option is specified for any given category, data in the source file will be ignored. Values from the most recent account period end will be rolled forward.
        • When the “Always Overwrite” option is specified for a category, data in the source file will be loaded, unless the source file contains a zero or blank value. If the source file contains a zero or blank value, values from the most recent account period end will be rolled forward.
        • When the “Overwrite if Previously Uncategorized” option is specified for a category, data in the source file will be loaded only if the security is new to the category library. If the security exists in the category library, values from the most recent account period end will be rolled forward.

        You can use any one of the links on the page to set all load option drop-down lists at once to the corresponding selection.

    7. Click the “Security Balance” at right of the page to specify which security balance values (if any) to overwrite with values contained in the source file(s).
      “Holdings Load Profiles” page, “Security Balance” tab
      1. Select the “Add to existing numeric values” check box at the top of the tab to stipulate that the respective database values of numeric fields marked with an asterisk will be increased/decreased by the amount contained in the data source file for that field, if the corresponding “overwrite” check box is selected.
      • Any fields that are absent from the data source file will effectively have their corresponding check box cleared, regardless of the check box’s status on the “Security Balance” tab.
      • When the check box for any given property is selected, data from the source file for that property will be loaded, even if the source file contains a zero or blank value.
      • For new securities, the overwrite option will be ignored and data from the source file will be loaded.
      • When any given property’s check box is cleared, data in the source file will be ignored, unless values for the field do not currently exist in the database. Data for previous account periods will not be rolled forward.

      You can use the “Select all” or “Clear all” links to quickly select/clear the check boxes.

    8. Click the “Security Attributes” to indicate whether all previous assignments relating to Demand Feature Issuers, Enhancement Providers and Guarantors will be rolled forward, overwritten with values contained in the source file(s) or appended with those values.
      “Holdings Load Profiles” page, “Security Attributes” tab

      1. Load options are as follows:

        • “Never Overwrite”
        • “Always Overwrite” (default selection)
        • “Append to Existing Values if Different”
        • When the “Never Overwrite” option is specified for any given attribute, data in the source file will be ignored. Values from the most recent account period end will be rolled forward.
        • When the “Always Overwrite” option is specified for an attribute, data in the source file will be loaded. Values from the most recent account period end will be ignored.
        • When the “Append to Existing Values if Different” option is specified for an attribute, data in the source file will be loaded only if different from the values from the most recent account period end. Existing values from the most recent account period end will remain intact.
        • The load option specified for the “Demand Feature Issuers” drop-down list will affect the “DemandFeatureIssuerNRSROList”, “DemandFeatureIssuerNRSRORatingList” and “DemandFeatureList” field values.
        • The load option specified for the “Enhancement Providers” drop-down list will affect the “EnhancementProviderList”, “EnhancementProviderNRSROList”, “EnhancementProviderNRSRORatingList” and “EnhancementTypeList” field values.
        • The load option specified for the “Guarantors” drop-down list will affect the “GuarantorList”, “GuarantorNRSROList” and “GuarantorNRSRORatingList” field values.

        You can use any one of the links on the page to set all load option drop-down lists at once to the corresponding selection.

    9. Click the “Footnotes” to specify attachment behavior for any footnotes in the load file.
      “Holdings Load Profiles” page, “Footnotes” tab

      1. Footnote attachment options are as follows:

        • “Attach footnotes based on the contents of the load file” (default selection)

          • If this option is selected, any given footnote contained in the data source file will be appended to the existing footnote(s) attached to its corresponding holdings record.

        • “Replace footnotes for only specific holdings referenced in the load file”

          • If this option is selected, all existing footnotes attached to holdings records for funds referenced in the data source file will be removed, and then any given footnote contained in the data source file will be attached to its corresponding holdings record.

        • “Do not attach any footnotes contained in the load file”

          • If this option is selected, no footnotes contained in the data source file will be attached to their corresponding holdings record (i.e., the “FootnoteCode” and “FootnoteApplyTo” fields in the file are essentially ignored).

    10. Click the “Save” button at lower-right of the page.

    1. Expand the ArcFiling “Dataload” .

      1. Click the “Home” button at the top of the application window to return to the landing page.

      2. Select “ArcFiling” from the .
        Landing page components list (ArcFiling)

      3. Click the “Administration” at lower-left of the screen.
        “Administration” tab

      4. Click the “Dataload” menu to view available items.

    2. Expand the ArcReporting “Dataload” .

      1. Click the “Home” button at the top of the application window to return to the landing page.

      2. Select “ArcReporting” from the .
        Landing page components list (ArcReporting)

      3. Click the “Administration” at lower-left of the screen.
        “Administration” tab

      4. Click the “Dataload” menu to view available items.

    3. Click the “Holdings Load Preview” item.

      “Holdings Load Preview” page

    4. Review information for each fund included in the load (i.e., how many balances will be imported, how many new securities are in the load, how many existing securities will have their values updated and the number of errors/warnings, if any).

      1. Details about any errors or warnings that may be associated with the pending load can be viewed via the “Archive” page.

        • Warnings represent issues that should be reviewed/verified prior to loading data, but that will not prevent the records from being loaded.
        • Errors denote conditions that must be corrected before data can be successfully loaded into Arc Suite.

    5. Click the “Accept” button at lower-right of the page if the information for the pending data load batch is correct and the “Error/Warning Count” is “0”.

      • If the target account period does not yet exist, it will be automatically created as part of the dataload operation.
      • Warnings represent issues that should be reviewed/verified prior to loading data, but that will not prevent the records from being loaded.
      • Errors denote conditions that must be corrected before data can be successfully loaded into Arc Suite.

    6. Click the “Reject” at lower-right of the page if the information does not appear to be correct and/or there are one or more prohibitive errors.
      “Holdings Load Preview” page (error/warning reporting)
      1. Details about errors or warnings associated with the pending load can be viewed via the “Archive” page.

    1. Expand the ArcReporting “Dataload” .

      1. Click the “Home” button at the top of the application window to return to the landing page.

      2. Select “ArcReporting” from the .
        Landing page components list (ArcReporting)

      3. Click the “Administration” at lower-left of the screen.
        “Administration” tab

      4. Click the “Dataload” menu to view available items.

    2. Click the “General Ledger Load Preview” item.

      “General Ledger Load Preview” page

    3. Review information for each fund and account period included in the load (i.e., how many balances will be imported, how many new accounts will be loaded, etc.).

      1. Details about any errors or warnings that may be associated with the pending load can be viewed via the “Archive” page.

        • Warnings represent issues that should be reviewed/verified prior to loading data, but that will not prevent the records from being loaded.
        • Errors denote conditions that must be corrected before data can be successfully loaded into Arc Suite.

    4. Click the “Accept” button at lower-right of the page if the information for the pending data load batch is correct and the “Error/Warning Count” is “0”.

      • If the target account period does not yet exist, it will be automatically created as part of the dataload operation.
      • Warnings represent issues that should be reviewed/verified prior to loading data, but that will not prevent the records from being loaded.
      • Errors denote conditions that must be corrected before data can be successfully loaded into Arc Suite.

    5. Click the “Reject” at lower-right of the page if the information does not appear to be correct and/or there are one or more prohibitive errors.
      “General Ledger Load Preview” page (error/warning reporting)
      1. Details about errors or warnings associated with the pending load can be viewed via the “Archive” page.

    1. Expand the ArcFiling “Dataload” .

      1. Click the “Home” button at the top of the application window to return to the landing page.

      2. Select “ArcFiling” from the .
        Landing page components list (ArcFiling)

      3. Click the “Administration” at lower-left of the screen.
        “Administration” tab

      4. Click the “Dataload” menu to view available items.

    2. Expand the ArcReporting “Dataload” .

      1. Click the “Home” button at the top of the application window to return to the landing page.

      2. Select “ArcReporting” from the .
        Landing page components list (ArcReporting)

      3. Click the “Administration” at lower-left of the screen.
        “Administration” tab

      4. Click the “Dataload” menu to view available items.

    3. Click the “Archive” item.

      “Archive” page

    4. Specify to filter the list of archived data load batches.
      1. Use the “From Date” and “To Date” calendar controls to set the date range within which to search (by default, dates in these fields are set to the current date).
      2. You can also narrow search results by load batch “Status” (i.e., “Accepted”, “Accepted with Errors/Warnings” or “Awaiting Processing” or “Rejected”).
      3. You may also filter the list of resulting load batch records by “Load Type” using the corresponding drop-down list.

    5. Click the “Search” button at right of the “Search Criteria” section.

      • Times displayed in the results grid are in Coordinated Universal Time (UTC).

      • Each load batch displays a “Status”, whose possible are as follows:

        • Denotes a batch that was automatically accepted or manually accepted by a user, using the “Accept” button on the data import dialogue.
        • Denotes a batch that was automatically accepted or manually accepted by a user, using the “Accept” button on the data import dialogue, but which contained one or more errors or warnings with regard to data contained in the batch.
        • Denotes a batch that has been submitted by a user, but for which another batch of the same load type awaits acceptance/rejection.

        • Load types to which this status (types which support multiple FTP and/or push-button import file queuing) are as follows:
          • Attributes
          • Class Information
          • Fund Information
          • Holdings
          • N-MFP (XML)
          • Repo Collateral Information

        • Denotes a batch that was either manually rejected by a user, using the “Reject” button on the data import dialogue, or automatically “Rejected” during the data load process due to invalid file structure, or some other error.

          For Holdings data imports, it is possible for a file to have a portion of its data loaded, but still be in a “Rejected” state. As data is migrated into the production database, the system will process the data in logical units: Security Captions, Security Balances, Security Categorization, etc. If, for example, step 9 of 10 encounters an error, then data from steps 1-8 will be retained, and the load will enter a “Rejected” state.

    6. Click the “View Details” link at right of the load batch record whose information you wish to view.

      “Archive” page, “Details” tab
      • The “View Details” link is disabled for any load batch with a “Status” of “Awaiting Processing” (a batch that has been submitted by a user, but for which another batch of the same load type awaits acceptance/rejection by a user).
      • Times displayed in the “Batch Details” section at the top of the page are in Coordinated Universal Time (UTC).

      1. Click the “Errors/Warnings/Info” tab to read any information provided for specific rows in the data source file.

        “Archive” page, “Errors/Warnings/Info” tab
        • Warnings represent issues that should be reviewed/verified prior to loading data, but that will not prevent the records from being loaded.
        • Errors denote conditions that must be corrected before data can be successfully loaded into Arc Suite.
        • Times displayed in the “Batch Details” section at the top of the page are in Coordinated Universal Time (UTC).

Purging Holdings Data from the Database

Purging General Ledger Data from the Database