Data Purging

Managing sensitive data effectively is essential, and PensionPro’s Data Purging feature is here to help. When a plan is deactivated for all activity, its data is automatically deleted after six months, helping you stay compliant and minimize risks. Let’s walk through how to deactivate your plans and access the Deactivated Plan Data!

Deactivating Plans:

Before deactivating a plan, you’ll want to make sure that all the active projects linked to that plan are completed. Once the projects have been completed, you can deactivate the plan by selecting the Deactivated for All Activity checkbox under the general view of the plan. Keep in mind that simply changing the plan’s status field will not deactivate the plan, so you’ll want to ensure that the Deactivated for All Activity checkbox has been selected to properly deactivate it.

After a plan has been deactivated, an orange banner will appear in the General view of the Plan, displaying the exact date of when the data will be purged. But don’t worry, you have six months before the data is permanently deleted. During this time, you’ll still be able to view all fields under the General view of the deactivated plan, though all other views will not be accessible unless the plan is reactivated. After a plan is purged, the plan and client records will remain for reference; only the data under the plan will be deleted.

Downloading Deactivated Plan Data:

Once a plan is deactivated, PensionPro will automatically prepare the Deactivated Plan Data file for you. You’ll receive an email notification when it’s ready to download. The Deactivated Plan Data can be downloaded directly from the plan record by clicking the upper right more icon and selecting Deactivated Plan Data. This will direct you to the Deactivated Plan Data grid, where you can download the data as a JSON file by clicking on the blue hyperlink under the data column. The file must be downloaded within six months before it’s permanently deleted.

You can also access the Deactivated Plan Data grid by navigating to Reporting > Plans > Deactivated Plan Data. From the grid, you can download the JSON file and review other details such as the date that the plan was deactivated, the expiration date of the JSON file, and who downloaded the file and when.

Accessing Deactivated Plan Data:

When you open the downloaded JSON file, you may notice that the file contains raw data that may be difficult to read without a specialized application. Mozilla’s Firefox browser is a great option, as it offers a user-friendly interface that makes viewing this data much easier. The JSON file contains the following Plan data:

• General Plan Information
• Employee Plan Roles
• Plan Contact Roles
• Interactions
• Notes
• Investment Providers
• Projects

The Deactivated Plan Data exports are available to all users when a plan is deactivated, but that doesn’t necessarily mean that the Data Purging feature is active for your firm just yet. While this feature will be rolled out to all firms in the future, you can choose to enable it sooner by reaching out to our Help Center.

It is also important to note that there will be future enhancements that will require Data Purging to be enabled first, so this is something you may want to consider enabling now. If you have any questions or would like to know if the Data Purging feature has been enabled for your firm, please don’t hesitate to reach out!