Data Certification experience in CMDB Workspace

  • Release version: Xanadu
  • Updated August 1, 2024
  • 2 minutes to read
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    Summary of Data Certification experience in CMDB Workspace

    Data Certification in CMDB Workspace enables ServiceNow customers to efficiently administer and manage Data Certification processes within the Configuration Management Database (CMDB). It provides tools to create and manage Certification policies, handle Certification tasks, and monitor progress through analytics. Importantly, this experience operates independently from the legacy Data Certification on Core UI, meaning configurations such as filters and schedules are not shared between the two environments.

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    Key Features

    • Administration: Use the CMDB Workspace landing page and Management view to navigate to CMDB Data Manager and create new Certification policies.
    • Task Management: Access and process your open and overdue Certification tasks via the My Work tile and My Work view in CMDB Workspace, which displays tasks assigned under Certification tasks.
    • Dashboard Insights: Manage Data Certification instances and tasks while tracking progress, status, and insights through the Data Certification Dashboard.
    • Review Capabilities: Review both successful and failed Certification tasks directly within CMDB Workspace.
    • Retention and Archival: Certification policy records have a distinct retention and archival process, separate from other policy types, allowing extended retention periods for audit and reporting purposes.

    Retention and Archival Process

    Data Certification records are retained and archived with specific configurations to support longer retention suitable for audits and dashboard reporting:

    • Cleanup rules exclude certification policy execution records from automatic deletion.
    • Archival rules specifically archive certification policy execution records and related documents, with a schedule to archive after 2 years and destroy after 7 years.
    • Certification tasks and their related documents are archived together to maintain data integrity.

    This structured retention approach ensures compliance needs are met while providing ongoing visibility into Data Certification activities.

    Use Data Certification in CMDB Workspace to administer Data Certification, create Certification policies, manage Data Certification tasks, and view analytics about on-going processes.

    Note:
    Data Certification in CMDB Workspace and the legacy build of Data Certification on Core UI operate separately, and aren't synchronized. Therefore, any Data Certification definitions, such as filters and certification schedules, that you create in one of those implementations, doesn't appear and isn't available in the other implementation.

    Data Certification experience in CMDB Workspace

    Use the CMDB Workspace landing page and its views to administer Data Certification:
    Manage certification tasks in CMDB Workspace:

    Retention of Data Certification records

    Archival and destroy processes of certification policy related records, are separate from those processes for records of all other policy types. This separation facilitates the extension of the retention period of certification policy records. Retaining certification policy execution records for longer periods of time is useful in situations where those records are needed for audits and is also useful for the Data Certification Dashboard, which is populated by these records.

    The following configurations facilitate the separation of retention policies for Data Certification records:
    • The table cleanup rule for the CMDB Data Management Policy Executions [cmdb_data_management_policy_execution] table, which is stored in the Auto Flushes [sys_auto_flush] table, excludes certification policy execution records from recurring cleanups.
    • The Archive CMDB Data Management Tasks archive rule, that applies to all CMDB Data Manager policy execution records, excludes certification policy records. At each archive run, this archive rule is configured to also automatically archive its related records in the CMDB Data Management Certification Task To Document [sn_cmdb_ws_dm_certification_task_to_document] table (Archive Related Records).
    • The archive rule, Archive Certification Instances, archives certification policy execution records from the CMDB Data Management Policy Execution [cmdb_data_management_policy_execution] table. This archive rule is configured to archive certification policy execution records 2 years after creation, and to destroy those records 7 years after they are archived.
    • The archive rule, Archive Certification tasks, archives the certification task records from the CMDB Data Management Task [cmdb_data_management_task] table. This archive rule also contains an Archive Related Records entry that archives the related records in the CMDB Data Management Certification Task To Document [sn_cmdb_ws_dm_certification_task_to_document] table.