Best way to store attachments

[gowdash]

Dear Experts,

We are implementing Employee Onboarding in HRSD, as part of which there will be HR Tasks to collect employee details in the form of attachments for BGV and other purposes. Now there is a discussion on how the sys_attachment table holds this data over a period of time as the size of the attachments table is likely to get increased and we may end up in a situation which forces us to move the attachments to somewhere. We are not using Employee Document Management. If you have implemented similar processes, I would like to understand the best approach to store attachments keeping the reference to the HR Case

1. Is it a good idea to archive the HR Cases along with attachments? I am afraid of losing out few data if the related references are not set properly.

2. Let the attachments be in sys_attachment table as the size will be managed by ServiceNow automatically?

3. Move them to an external storage? I am afraid of losing the references to cases.

Appreciate suggestions!

Best Regards,

Gowdash 

[Community Alums]

Hi @gowdash ,

I would consider a question to be asked to the management to decide on what would be the data archiving Strategy for the organization overall. 

ServiceNow is not a document management system and due to the restricted database size not suitable for storing many/large attachments. Therefore it is the responsibility of a system admin to monitor the attachment growth and maintain the sys_attachment table.

Now to answe your other questions:

1. You should have a archiving strategy in place to archive the HR Cases along with attachments. 

2. Servicenow Compressess the data before storing already but that would not suffice over the years as your attachment grows more.

3. Better to use ServiceNow Employee Document Management or workday as external as it has a existing Workday spoke available.