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Improving System Performance
Purge Historical Data

Article ID: KWin0173  
Added:  10/25/2011

Updated for V4 on 3/10/2015 

The RDP system is designed to hold all historical data forever.  However, after a long period of time the database can become very large, which can lead to performance problems.  Additionally, system backups are very large and system utilities can also run for a a long time to read all the historical data.  

RDP suggests that all customers update their RDP programs to the latest versions and purge
the oldest historical data with the procedures in this article every six months to a year. Please consult RDP Support before beginning this process. 


Each of the steps on this checklist is explained below.  Please print this page and check each step when complete.

Description Complete
Make a Full System Backup and Keep It __________________
Download and update to the current RDPWin and IRM.Net revision __________________
Contact RDP Support to obtain passwords to purge data __________________
Delete Old Log Files __________________
Transfer Active History Reservations to Non-Active History - Use Night Audit Menu, then the "Transfer to History" option. __________________
Purge Old Database Records __________________
Rebuild Files and Indexes __________________
Run Disk Cleanup and Defragmenter __________________

Note: Purging database files and logs uses the computer date NOT the RDP system date.

 Make a Full System Backup and Keep It

Make a full backup of the RDP system. Keep the backup to restore old data if it is ever needed.  For more information about what data to backup, see RDP Backup Requirements.

  • A copy of the ..\rdpnt\rdp directory may be copied and saved to the desktop of the data server prior to the system purge.

Update RDPWin and IRM.Net

Update all RDP programs to the current version. All directions in this article assume you have the current release of RDPWin, and the IRM.Net (Internet Reservation Module).  Updates to all products are available on:   Customer Support Home Page


Contact RDP Support for Passwords to Purge Data

The purge program requires a password that can only be obtained by contacting RDP Support. Enter a support ticket or call (970) 845-7108 for the password.

Delete Old Log Files

The RDP system creates many daily log files which are designed to help troubleshoot problems with RDP interfaces, the Internet Reservation Module, and other systems.  Log files can be quite large. Purging these files can free up great deal of disk space.

  1. Make sure you have made a full system backup and are on current programs. See steps 1 and 2 for details.

  2. Login to the RDPData Server as administrator

  3. Start RDPWin

  4. In RDPWin, go to the System main menu --> File Utilities --> Purge Old Records and Files. 

  5. Click the Purge Old Log Files tab.

  6. Select the logs to purge by checking the appropriate box, or click the All link above the list to place a check in each box. RDP recommends purging all logs.

  7. Adjust the amount of time to keep each of the logs as needed. The default times set are recommended.

  8. Purge Logs

  9. Click the Delete Selected Items button. Enter the purge password obtained from RDP Support.

Transfer Active History Reservations to Non-Active History

The RDP system maintains an active reservation file and a non-active reservation history file.  Running the Transfer to History program from the Night Audit or Day End menu is important in order to transfer reservations from the active reservation file to the non-active reservation file.   The table below summarizes these two files:

File Name Purpose


Active History

The HRSERVE.DAT file holds all future, in-house and active history reservations. 
  • Reservations are put in active history when checked-out or cancelled.
  • Reservations remain in active history until Transfer to History is used to  transfer active history to non-active history.  
  • A reservation in active history can still be changed by posting charges, taking payments, etc.  
  • When you enter a guest name or reservation number, the system only searches HRESERVE.DAT (future, in-house, and active history).  This makes it easier to find "active" guests by eliminating the old historical information from the display.

Active History Only

The BOOHIST.DAT file holds all active history reservations.  
  • Reservations in non-active history do not appear when using the standard reservation and front desk options to find find guests by name or reservation number. 
  • To find guest in non-active history, use F3 Find Reservation and change the Reservation Status drop down to Non-Active History.
  • A reservation in non-active history cannot be changed.
  • A reservation in non-active history can be transferred back to active history with the Transfer to History program --> Transfer 1 Res FROM Non Active.


RDP recommends transferring reservations from the active reservation file to the non-active reservation file every day during the night audit process.  If this process is not part of your night audit procedures, it can be done once a week or once a month. Complete the following steps to transfer reservations to non-active.

  1. In RDPWin, go to the Night Audit or Day End Menu  --> Transfer to History.

  2. Verify the number of days to keep reservations after departure date. Increase the number of days if needed.

  3. Click the Transfer All Reservations button.

  4. Click the Yes to continue after reviewing the warning message.

  5. To print a log of reservations transferred, click the View Log button --> click the Open in Notepad button --> click File --> click Print.

Purge Old Database Records

Purging old database records ensures that the RDP data files do not get too large and effect performance. RDP recommends running the purge once every six months to a year. 

Warning: Database records that are older than the date selected, will be completely deleted from the database. It is critical to have a backup before beginning this process. See step 1 for details.

  1. In RDPWin, go to the System main menu --> File Utilities --> Purge Old Records and Files.

  2. Click the Purge Old DB Records tab.

  3. Select the records that will be deleted by checking the box next to the file. For all records, click the All link.

  4. Adjust the amount of time to keep the records by clicking the drop down. RDP recommends 4 years or older. RDP recommends 1 year or older for Change Tracking.

  5.  Click the Delete Selected Items button.


Note:  After deleting records with the Purge Old Database program, the database will still be the same size on the disk.  When a record is deleted from a database it creates an "empty hole", which can be filled by the new record.  To eliminate all the "empty holes" created by deleting historical information, it is critical to follow the steps below for Rebuild Files and Indexes.


Rebuild Files and Indexes

When a record is deleted from a database it creates an "empty hole", which can be filled by the new record.  If there are a large number  of "holes" system performance will degrade.   To improve performance as well as check for data integrity, RDP requires rebuilding all critical files under the following conditions: 

  • After purging on database records.

  • After upgrading from one version of the Pervasive database to another to convert the database to the new Pervasive Format.  Each new version of Pervasive will increase performance dramatically if the database is in the new version file format. 

  • Periodically to verify system data integrity, perhaps once a month.

Warning: This process can take anywhere between 10 minutes and several hours depending on the size of the files and speed of the workstation running this process. RDP recommends running the Rebuild program from the RDP Data Server.

To Rebuild Files and Indexes in RDP:

  1. Exit all users from the system.  It is not possible to rebuild data files while the system is in use.

  2. Use the fastest workstation at the property for this process to reduce the time. This is generally the RDP data server.

  3. Go the System main menu --> File Utilities --> Rebuild Files and Indexes.

  4. Select the All Critical Files radio button.

  5. Select the Rebuild Files and Indexes radio button.

  6. Click the Process button.

  7. Click Continue.

After Rebuild Files and Indexes completes successfully Run RDPDel.bat from a Dos prompt to clean up all *.old files that are created by Rebuilding the files.

  1. Open a DOS prompt

  2. Go to \rdpnt\rdp\rdpXX - Substitute the XX for the data directory you are working in.

  3. Type RDPDel

Run Disk Cleanup and Defragmenter on the RDP Data Server

After completing the above steps, RDP recommends running the operating system's disk cleanup and defragmenter programs.  The disk cleanup program calculates at the amount of space it will free up and cleans up the disk. The defragmenter analyzes and consolidates files and folders to save new files more efficiently, making it less likely that new files will be fragmented.

Note: Users may log back in to RDP during this process.

  1. Click the Start button --> Programs --> Accessories --> Disk Cleanup.

  2. Check all files that you would like to clean up. RDP recommends the files are that checked by default --> click OK.

  3. Click the Start button --> Programs --> Accessories --> Disk Defragmenter.

  4. Click the Defragment button.

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