This article provides steps to remove data from your eScribe site. Before deleting anything, please ensure you have a copy saved locally. 

Deleting Data/Attachments and Meeting Sites

OVERVIEW

1. Delete Old Meeting Sites, attachments, reports from eScribe which are not required anymore. (Usually older data that is saved locally or already published)

2. If you want to learn if your organization is eligible to reduce the Data Storage Fee in an upcoming Term renewal, please email your Customer Success Manager.

STEPS

To access the Portal Admin page, and other administration functions, select the appropriate link from the Other drop down on the eSCRIBE menu bar. 

Select a “Meeting Type” from the drop-down menu. A list of all deleted meeting sites for that meeting type will appear. Mark the check box(es) for the meeting sites you wish to purge (remove permanently) or restore, and click the appropriate button (“Purge” or “Restore”).

When a meeting site is purged, it is permanently removed from the eSCRIBE system and CAN NOT be recovered. This includes tasks connected to the meeting site. When a meeting site is restored, it simply becomes available again on the eSCRIBE Portal.

Purge Attachments

If you would like to purge attachments but keep the meeting site, follow the instructions under the heading 'Purge Attachments' in this article.

Published Data

If Meeting Types are purged, the published documents will remain on the publishing site. If Meeting Sites are deleted one by one by following the instructions in this article, you will have the option to keep or delete published data: How to Reschedule/Delete an Existing Meeting Site?

Deleting Reports from Report Manager

As an Administrator, click the drop down arrow next to the report under the Approved Documents list.

To delete an approved report, click on the Delete button in the report’s drop-down menu.

Re-Calculating Data Storage Amount 

If you are coming up on a new contract term, email your Customer Success Manager to see if a data storage amount re-calculation is applicable after purging data from eScribe. 

Our team will help with the next steps. 

Tips for Reducing Data Stored in eScribe

• Scanning documents at a lower resolution before attaching to eScribe. 
• Reduce the size of images put into Microsoft Office files.
  • Example: Images in Word will have the same data size (i.e. 5 MB) if the physical image in Word shrinks to a smaller size to fit the page. 
• Reports have duplicates: the PDF copy in the agenda and the original report in Report Manager as Word document.
• Things that take up the most space: large file attachments in agendas (like spreadsheets, large photos or planning illustrations).