Selective Data Restoration and Time Frame and Adhoc Run for Data Archiving and Purging Activities

May 11, 2004 REVENUE MEMORANDUM ORDER NO. 23-04 SUBJECT : Selective Data Restoration and Time Frame and Adhoc Run for Data Archiving and Purging Activities TO : All Revenue Officials, Employees and Others Concerned I. OBJECTIVE This Order is being issued to: A. Prescribe policies and guidelines and identify the frequency/run dates of selective archiving, purging and restoration activities. B. Delineate the roles and responsibilities of concerned ISG personnel involved in data archiving, purging and restoration. II. POLICIES AND GUIDELINES A. All ITS data that have reached the minimum required three-year age period shall be archived/purged annually, preferably on the year-end long vacation period. B. In case the planned activities for data purging/archiving will coincide with the end-of-year collection rush schedules, purging/archiving activities shall immediately be re-scheduled on the next available long vacation period. C. An adhoc run for data archiving/purging may be allowed only upon submission/satisfaction of the following form/condition by the concerned requesting office/RDCs: 1. Data Archiving/Purging/Restoration Request Form (Annex A) duly accomplished by the requesting office/approved by the concerned RDC Head, DCIR-ISG, and DCIR-Operations Group. 2. Not enough available disk space 3. Unsuccessful annual purging D. Restoration of archived data shall be allowed only upon submission of duly accomplished/approved Data Archiving/Purging/Restoration Request Form (Annex A). Archived data may be restored to facilitate investigation on the taxpayer with an existing tax case and may be requested by RDO, and other concerned Operations Group personnel, if necessary and approved by DCIR-Operations Group. E. TIN List shall be executed by NO and RDC Operators upon accomplishment and submission of Data Archiving/Purging & Restoration Request Form (Annex A). The request form shall be submitted by RDC to SMSD-ISDS on the 3rd week of November. F. A work plan pertaining to data archiving/purging and restoration activities shall be prepared and presented by SMSD-ISDS to ISG managers two (2) weeks before the start of pre-archiving/purging activities. SMSD-ISDS shall likewise evaluate/analyze if the request for data archiving/purging or restoration has no impact to the existing ITS and systems/applications other than ITS. G. A memorandum shall be prepared by SMSD-ISDS to inform DCIR, ISG or DCIR, Operations Group of request/s for data archiving/purging or restoration. The memorandum shall be duly signed by DCIR, ISG/DCIR, Operations Group to signify his/her approval on the request. H. Pre-archiving/purging activities shall be performed by the concerned ISG/RDO offices and personnel on the following schedules: Activity Schedule ISG Office/personnel concerned TIN List generation (upon 1st Friday of December (1st NO & RDC Operator accomplishment and Week of December) submission of Data Archiving/Purging & Restoration Request Form Annex A) Submit TIN IN list to RDOs The following Monday (2nd RDC for verification Week of December) after the execution of TIN List Meeting of concerned ISG 3 working days (2nd Week of SMSD-ISDS/RDC & personnel on Purging/ December) after TIN List NO SysAd/DBA/SOD Archiving activities submission Prepare migration request Wednesday, 4th Week of RDC/SMSD-ISDS for the TINs to be included December, or a day before in purging. December 25 Review TIN list to identify 10 working days (3rd Week of RDOs/Operations TINs to be included in December) upon receipt of Group/RDC Head purging TIN List from RDC Implement migration for Wednesday, 4th week of DBA the TINs to be include in December, or immediately purging after receipt of migration request from SMSD-ISDS Check the environment and 7 working days after SMSD-ISDS identify objects needed for migration based on TIN migration. Execute script List execution statistics before purging Prepare migration request Immediately after SMSD-ISDS for necessary objects, review/checking of results executions, privileges, etc. and environment per migration schedule Implement migration of Immediately after receipt DBA necessary objects, of migration request from executions, privileges, etc. SMSD-ISDS Implement and ensure the 1 day before the start of NO/RDC SysAd success of cold backup execution for purging jobs Suspension of jobs and Immediately after cold RDC/NO SysAd scripts (QA'd scripts, backup CRON'd scripts, and other SysAd scripts) Setting up of LRBS (Large Immediately after DBA/RDC/NO SysAd Rollback Segment) suspension of jobs Execute/Run Purging & Immediately after LRBS DBA/RDC/NO SysAd Archiving jobs set-up Monitor the running of During the days of purging DBA/RDC/NO SysAd/ Purging and Archiving jobs SMSD-ISDS (in case of errors, the following shall be notified by concerned RDC: DBA for DB errors ISDS for Application errors SysAd for errors other than DB and Application errors) The following post-archiving/purging activities shall be done on the following schedules: Activity Schedule ISG Office/Personnel concerned Check the results of immediately after SMSD-ISDS archiving/purging archiving/purging activities activities are performed Execute script statistics After the archiving/purging SMSD-ISDS/SysAd/ after purging for activities are performed Computer Operators, comparison and prepare statistics report Backing up/Moving of Immediately after status of RDC/NO SysAd dumped files to tape archiving/purging activities are checked Prepare migration requests After the creation of SMSD-ISDS for dropping of temporary reports and moving of objects created for the dumped files purging activity Implement migrations for Immediately after receipt DBA dropping of temporary of migration request from objects created for the SMSD-ISDS purging activity I. For the detailed procedures, functional/technical specifications, technical architecture, database design and module definition relative to archiving/purging and restoration, all ISG personnel involved shall refer to the latest/updated version of Data Archiving and Purging manual. SMD shall be responsible in the distribution of the manual to the following office/s: RDCs System Administrator (NO) DBA ISDS J. After a successful archiving/purging or restoration of data, System Administrators (NO) shall clean-up and put back the environment that was prepared for the archiving/purging and restoration activities to its original state. K. The latest version of the Data Archiving and Purging Manual shall be updated by SMD-IPQS, if necessary. Said manual shall be maintained and revised accordingly, after procedural changes and enhancements are communicated by all concerned ISG offices to the Security Management Division. III. PROCEDURES ON DATA RESTORATION A. NO/RDC User/Requestor 1. Provide and fill up necessary information for Data Archiving/Purging/Restoration Request Form (Annex A). 2. Route the request form to SysAd-NO for server identification/approval. If approved, forward the form to SMSD-ISDS. 3. In cases of requests for selective data restoration, the following options can be done for easier data retrieval: a. Save the data to be restored in a server where enough disk space is available and inform SysAd of the directory where the data could be viewed/restored/retrieved; b. Forward to SysAd the media/physical tape where the data to be restored is located. However, the media/physical tape should be backed up before forwarding it to SysAd. 4. When the data have been restored, do the following: a. Coordinate with SysAd. b. Generate report on specific information needed or create flat file which can be converted into an excel file. c. Furnish the requestor copy of the generated report. 5. Furnish the requester copy of the generated report. B. SMSD-ISDS 1. Receive the Data Archiving/Purging/Restoration Request Form (Annex A) from the requestor after SysAd approves availability of server. 2. Evaluate/analyze the request for data archiving/purging/restoration: a. Sign the request form. b. Prepare migration request/External Access Form, if necessary. c. Forward Data Archiving/Purging/Restoration Request Form (Annex A) to DBA. d. Attach migration request/External Access Form, if necessary. 3. If the request will be performed in production, furnish a Data Maintenance Request Form and attach the Data Archiving/Purging & Restoration Request Form (Annex A) for data loading in ITS database. 4. Receive migration status from DBA. 5. Inform requestor of the migration status. 6. Prepare statistical report on restored data and submit to ODCIR, ISG, if necessary. C. System Administrator (NO/RDC) 1. Receive Data Archiving/Purging/Restoration Request Form (Annex A) from SMSD-ISDS. 2. Identify the media where the data will be retrieved. 3. Provide/approve availability of server for data restoration. 4. Set up environment and create query accounts (Unix and Oracle) for the requestor/concerned users. 5. Receive approved Special Access Request Form from SMD-IPQS. 6. Notify concerned users of password/IP address of data to be restored. 7. Inform DBA that the environment for data restoration has been set up. 8. Clean up/put back the environment that was prepared for the archiving/purging and restoration activities to its original state. D. Database Administrator 1. Receive approved forms/Data Archiving/Purging/Restoration Request Form (Annex A) and corresponding attachments, if necessary. 2. Confirm with SysAd-NO readiness/availability of restoration server. 3. Implement migration (data restoration, etc.). 4. Inform SMSC-ISDS of migration status. E. Security Management Division 1. Receive Special Access Request Form from SMSD-ISDS. 2. Approve creation of Unix and Oracle query accounts requested by System Administrators/SMSD-ISDS. 3. Forward to SysAd the approved Special Access Request Form. 4. Update the Data Archiving and Purging Manual after all necessary inputs have been provided by the concerned ISG offices. IV. ACTIVITIES/RESPONSIBILITIES OF OFFICES CONCERNED ON ADHOC DATA ARCHIVING/PURGING A. SMSD-ISDS 1. Check the environment and identify objects needed for migration. TEcHCA 2. Execute script statistics before purging. 3. Prepare migration requests for necessary objects, execution, privileges, etc. 4. Check the results of archiving and purging activities. 5. Execute script statistics after purging for comparison and prepare statistical reports relative to the archiving/purging activities. 6. Prepare migration requests for dropping of temporary objects created for the purging activities. B. DBA 1. Implement migration of necessary objects, execution, privileges, etc. 2. Set up Large Rollback Segment (LRBS). 3. Execute/run purging and archiving jobs. 4. Implement migrations for dropping of temporary objects created for the purging activity. C. NO/RDC SysAd 1. Implement and ensure the success of cold backup. 2. Suspend jobs and scripts (QA'ed scripts, CRON'ed scripts and other SysAd scripts). 3. Set up LRBS. 4. Executes/run purging and archiving jobs. 5. Execute script statistics after purging for comparison, and prepare statistical report. 6. Back up/move dumped files to tape. V. EFFECTIVITY This Order shall take effect immediately. (SGD.) GUILLERMO L. PARAYNO, JR. Commissioner of Internal Revenue ANNEX A Annex A - Form No. 5 Data Archiving/Purging and Restoration Request Form