Data retention policy
Data Retention and Archival
Thomson Reuters is implementing an extensive Data Retention Policy that will grant up to 10 years of transactional data storage within ONESOURCE Determination Enterprise. Transactional data stored in the Determination Audit database will be retained on a rolling 2-year basis, while data stored in Reports & Analytics will be stored on a rolling basis for up to 10 years.
When updating historical invoices for transaction reversals in Determination Audit, you can access audited transactions from the past 24 months relative to the current transaction date. In Reports & Analytics, access to historical transaction data depends on the age of the data, with retrieval times varying based on when the data was originally recorded in the database.
In Reports & Analytics, we’ll provide a three-tier data classification process for the ten-year data – Hot, Warm, and Cold data. Review the following definitions carefully to understand when and how you can access your data within ONESOURCE Determination Enterprise – Reports and Analytics.
Determination Anywhere (DA):
For customers who license and deploy Determination Anywhere, invoices are typically generated because of Determination activity and are synched to Enterprise Cloud or are exported to your designated local network location (for example, Data Lake) instead of being synched to Determination Enterprise for Reporting. For more information, review the Data Residency section in the Appendix.Hot, Warm, Cold Data Classification
- Hot Data– Transactional data of the past 24 months from the current Transaction date. Hot data is readily available for reporting and analytics access and is typically used for transactions with active compliance cycles.
- Example: Includes data for today minus 24 months. If today’s date is January 1, 2024, then data from January 1, 2022, until today, would be considered ‘Hot’ data.
- Reporting: All standard reports, custom reports, and configuration reports can be viewed, edited, and downloaded right away for hot data.
- Insights and Analytics: Real time analytics and visuals for the past 2 years of data.
- Warm Data– Transactional data between 3 and 5 years. Warm data is typically used for historical reporting and trend analysis. The retrieval duration of this data may take longer than the retrieval duration of hot data.
- Example: Considering today’s date of January 1, 2024, data between January 1, 2021 and January 1, 2019 would be considered warm data.
- Reporting: All standard reports and custom reports are accessible through scheduling. The report will be available within the next day, or sooner, depending on factors like data volume, summarization type, and report timing.
- Insights and Analytics: All standard reports, custom reports and configuration reports that require access to warm data must be scheduled to process. Users won’t be able to perform real time analytics and edit reports when attempting to retrieve warm data.
- Cold Data– Transactional data that is older than 5 years and limited to 10 years. This is typically data that you require access to on a very limited basis and is primarily accessed for audit and compliance purposes.
- Example: Considering today’s date of January 1, 2024, 5-10 years of cold data is data between January 1, 2019, and January 1, 2014.
- Cold data is accessible as a data file extract (export) to be downloaded using the Scheduling function.
Data Beyond 10 years
Transactional data beyond 10 years will be removed by Thomson Reuters every year. Before removing your transactional data, you will be granted up to 60 days to download the data from our system. Once the data has been removed, the data is no longer available for viewing or download.
Summary of SLAs for Hot, Warm, and Cold data
Type | Duration | Method of retrieval | SLA |
|---|---|---|---|
Hot | 0-2 years | All Standard reports, custom reports, configuration reports, and insights and analytics. | Immediate, real time* |
Warm | 2-5 years | Scheduling Standard and Custom Reports | 8-48 hours* |
Cold | 5-10 years | Data extract for download | 48-96 hours* |
Beyond | 10+ years | Data extract for download (before being removed from the system) | Not applicable |
* SLAs are estimates, and depend on various factors such as volume of data, time of day when the report is run, complexity of summarization.
When defining and tiering the data in terms of Hot, Warm, and Cold, transaction dates are considered, not invoice date or fiscal date. Find more details and definitions of dates in the Determination Dates section.
Determination Dates
Date Types that define Hot, Warm, and Cold:
- Transaction Dateis used to compare to hot, warm, and cold data.
- The transaction date is the date when the Tax Calculation occurred in Determination, with the date and time converted to UTC Time Zone. Transaction dates are typically the same as invoice dates, or within the same period as invoice dates. Therefore, a transaction date is a good indication of invoice dates and fiscal dates.
- Invoice Date– This date is provided in the Tax Calculation Input Request by a customer.
- Fiscal Date– Fiscal Dates are derived from the Fiscal Year for a company, which can vary as per business needs. A Fiscal year is a year-long (52 or 53 week) period selected by a company or government to coincide with planning, budgeting, or revenue cycles.
Reversals
A reversal can be initiated by the Customer, TR, or an issuing bank, and could be the result of a transaction being refunded (for example, items returned at a store after purchase), or anything else between the merchant and their customer that could result in a change to the original transaction. Learn more about reversals in ONESOURCE Determination in our Help Guide.
Impact of Data Retention
In case of a reversal transaction, a transaction date can be different from the invoice date. For example, consider an Invoice ABC1001 on August 20, 2024. The transaction date for this invoice is August 20, 2024.
If a reversal for this invoice occurs on September 1, 2024, Determination will offset the original entries of invoice ABC1001 and create new entries for the same invoice. The transaction for the reversal is now September 1, 2024, however the date of the original invoice is still August 20, 2024.
Invoice ID | Original Invoice Date | Transaction Posted Date | Operation |
|---|---|---|---|
ABC1001 | August 20, 2024 | August 20, 2024 | Posting a transaction |
ABC1001 | August 20, 2024 | September 1, 2024 | Reversal |
Changes to Reversals
Going forward, ONESOURCE Indirect Tax Determination will only grant reversals for up to 2 years.
Invoice ID | Original Invoice Date | Transaction Date | Operation | Supported |
|---|---|---|---|---|
ABC1001 | August 20, 2024 | August 20, 2022 | Posting a transaction | Yes |
ABC1001 | August 20, 2024 | September 1, 2022 | Reversal | Yes |
ABC1001 | August 20, 2024 | September 1, 2024 | Reversal | No* |
*In this case, the engine will treat this request as a new invoice, this may not have the same linkage relationship with the original older invoice.
Determination will only process reversals and updates to old invoices of up to 24 months. For any reversals and updates to a previous invoice, the original invoice date can't be older than 24 months from the transaction date of the update.
Data older than 10 years
Thomson Reuters won’t store data older than 10 years. In this case, Thomson Reuters will let customers download their data within a period of 60 days, once the data becomes older than 10 years. After 60 days, the data will no longer be available for download or access.
Details on Reports and Analytics functionalities for Hot, Warm, and Cold data
Type of Report | Reports | Hot | Warm | Cold |
|---|---|---|---|---|
Standard Reports |
| Yes | Yes – Scheduled | No |
Configuration Reports |
| Yes | Yes - Scheduled | No |
Custom Reports |
| Yes | Yes - Scheduled | Yes - Scheduled |
Note:
- Scheduling Custom Report for Cold Data – This will only be available in CSV format.
- The Preview Report functionality within any Report, or the Sample Data option within the Edit mode of any Report, can only be used for hot and warm data.
- Insights and Analytics – This will include the last 2 years of data.
Frequently Asked Questions (FAQ)
- How much data can I move from Original to Cloud?Customers can choose to migrate up to 10 years of transactional data from Determination Original (Original Cloud or On-Premises deployment) to ONESOURCE Determination Enterprise Cloud. For customers choosing a Determination Anywhere deployment, review the Determination Anywhere section in the Appendix.
- How much data can I bring from another solution to TR ONESOURCE?Customers can select to migrate up to 10 years of transactional data from another solution to ONESOURCE Determination Enterprise Cloud.
- How fast can I access historical data?This will depend on the date range of your data. We have defined transactional data as hot, warm, and cold. Data for the past 2 years from the current date are considered hot data, data from 2-5 years old is considered warm data, and data between 5 and 10 years is considered cold data. Review the SLAs for each type of data in this document.
- In what format can I get my old data?This will depend on the date range of your data you are trying to access. We have defined data as hot, warm, and cold. Data for the past 2 years from the current date are considered hot data, data from 2-5 years is considered warm data, and data between 5 and 10 years is considered cold data. Review the previous table to understand the format of the data that will be available for accessing each type of data. In general, hot and warm data will be available in any standard or custom reports supported by Reports and Analytics. Cold data will be available only in a CSV file format that includes Invoice Line Tax data.
- What happens to my data once it moves past 10 years?Thomson Reuters has a data retention policy that limits storage to a maximum of 10 years from the current date. When data reaches this 10-year threshold, customers will be given a 60-day window to download their information. Once this 60-day period expires, the data will be permanently removed from Thomson Reuters' systems, and customers will no longer be able to retrieve or access it.
- What about overlapping date range across hot and warm, or warm and cold?An overlapping date range can occur when you select a date range that spans across 2 types of data, for instance, the start date lies in the warm data, and the end date lies in hot data. For example, considering today’s date of January 1, 2024, hot data would be data from January 1, 2022, until today. If a user selects a date range with a Start date of June 1, 2021, and end date of August 31, 2022, this will be considered an overlapping range.In this case, Reports and analytics will produce a report of the data that falls within the hot data. For the remaining data, the user must schedule a report.
Appendix
1.1 Determination Anywhere – Data Residency
Data residency refers to a Determination Anywhere deployment option whereby audits invoices, generated because of tax calculation activity, are delivered to a location you designate, such as your own Data Lake, instead of the data being transferred back to the Thomson Reuters Determination Enterprise (for reporting purposes). The Determination system includes many additional capabilities such as reporting, user interface, certificate management, while Determination Anywhere provides the tax calculation capability. Determination Anywhere by default transfers audit invoice data to Determination Enterprise so that you benefit from fast tax calculations performed locally by Determination Anywhere while taking full advantage of all capabilities offered in Determination Enterprise cloud.