Need help with CMDB cleanup options

[Uttam Sai]

Hi ,

We are planning to Cleanup some unwanted CMDB CIs . 

Is there a way we can Hide or deactivate them before deleting them later.

Thank you
Uttam Sai S

[Kieran Anson · Accepted solution]

Hi,

ServiceNow CMDB supports data archiving which will house the data in a separate archiving table in preparation for deletion. Data can de-archived prior, but the archive table isn't intended for day-to-day use.

Data Archive Jump Start - Product Knowledge

Product Documentation | ServiceNow

[srinija_itom]

Hi @Uttam Sai , 

You can restrict CI's from cmdb_ci table view using ACL's ( This is the standard approach from many years now). 

Data filtration. For this you need to install the data filtration plugin as security admin. But i think this is being deprecated soon.

You use a data filter feature to narrow the scope of your data filtration rule to apply only to specific records on a table.

Please find the link to the documentation

https://www.servicenow.com/docs/bundle/zurich-platform-security/page/administer/security/task/activa...

https://www.servicenow.com/docs/bundle/zurich-platform-security/page/administer/security/task/create...

One more option is security data filters

Security data filters are best suited to:
Prevent sensitive data from leaving the database
Suppress the "rows hidden by security" message
Prevent sensitive data from leaking through reports
Documentation Link : 

https://www.servicenow.com/docs/bundle/zurich-platform-security/page/administer/security/concept/sec...

If found this answer insightful, please mark it as helpful. 

Regards, 

Srinija Amisthapur

ServiceNow Rising Star 2025‌‌⭐
Certified Technical Architect

[Tony Branton]

You can use CMDB Data Manager to create a policy to retire CIs. Data Manager will use the Retirement Definition corresponding to the CIs' classes to set the appropriate field to a retired state.  Data Manager executes retirement policies on a daily basis, so whenever CIs meet the filter criteria in a policy, the CI will be retired - it's automated.

Retired CIs can then be processed by Archive or Delete policies.  If for example you wanted to delay archiving retired CIs for 7 days, you can include that as part of the filter condition.  As with Retire policies, Data Manager executes Archive (and Delete) policies on a daily basis and processes retired CIs as they meet the policy's filter criteria.  Once setup, the archive/delete process is automated and will process retired CIs.

You can learn more about CMDB Data Manager here.

As far as hiding retired CIs goes, few of the UIs support this OOB.  Unified Map in CMDB Workspace prevents searching for retired CIs and displaying maps for retired CIs, however this depends on the Life Cycle Stage field being set (to "End of life").  The CSDM Life Cycle fields are not universally adopted and since there are multiple status fields that can be used, it's challenging to support all of them in UIs. 

We have a long-term goal to simplify this and standardize on a single status field - Operational Status is presently the leading choice.  With a standard field defined for the CI lifecycle, it will be possible to introduce a consistent method of hiding retired CIs from operational views.

[Me Being Mustaq · Accepted solution]

Hi @Uttam Sai ,

Yes, you can "hide" or deactivate CMDB CIs before deleting them later—a common best practice to safeguard operational history, auditability, and prevent accidental loss. In ServiceNow, this is typically achieved by setting a CI’s operational status (for example, to "Retired") or updating the install status (to values like "Absent" or "Disposed") instead of directly deleting the CI.

You can check this question in community:-https://www.servicenow.com/community/sysadmin-forum/delete-quot-absent-quot-ci/m-p/2427783

How to Hide or Deactivate CMDB CIs

• Change the Operational Status:

• Update the Install Status:

• Mark as Non-Principal Class / Remove from Dashboards:

Key Points:

1. Archiving: Instead of deleting immediately, archiving or setting the CI as non-operational is recommended for compliance and reverting decisions if necessary.

2. Deletion: Once verified as safe and unwanted, these CIs can be batch deleted from the CMDB using Data Manager or deletion jobs.

3. Best Practice: Never delete critical CIs without first retiring/inactivating, analyzing dependencies, and retaining necessary audit records.

This approach is widely used for CMDB hygiene and ensures a safe, reversible deactivation and cleanup process in ServiceNow

If it is helpful, please hit the thumbs button and accept the correct solution by referring to this solution in the future it will be helpful to them.

 

Thanks & Regards,

Mohammed Mustaq Shaik