Data Archiving for ServiceNow
Windows + Embedded PostgreSQL
Configure an archive workflow that keeps historical records useful while separating retention from everyday operations.
What you will leave with
An agreed archive scope, a verified destination copy, and a retrieval test before any source cleanup is considered.
In this guide
Deployment model
Configure a defined record scope in ServiceNow, run the archive workflow on your Windows host, and retain the resulting data in the selected database.
- Make record selection explicit: object or table, fields, date and status filters, related records, and attachments. Keep exclusions in the same configuration record.
- Review retained-data access separately from source sharing and field permissions. Define who can browse, export, or use archived data through an agent.
- Treat source cleanup as a separate approved operation. Validate the retained copy, dependencies, retention requirements, and recovery procedure before authorizing deletion.
Use the installation package and version-specific configuration supplied for your deployment. This guide covers the source, host, database, and workflow decisions that remain consistent across package versions.
Before you begin
Bring the application owner, infrastructure owner, and data owner into the same deployment review. Agree the boundaries before configuring a connection.
Decisions to make together
- Which records are inactive, and what makes them eligible for archiving?
- Which related records and attachments must remain available together?
- Who sets retention periods, handles holds, and authorizes source deletion?
- A ServiceNow administrator and an approved non-production instance.
- An inventory of tables, reference fields, inherited fields, and attachment requirements.
- An agreed integration identity and a review of the instance access rules.
- The connection authentication method and a list of permitted operations for this workflow.
Prepare ServiceNow
Define the ServiceNow instance, tables, and access rules for the workflow. Use a non-production instance to validate the configuration before applying it to production.
Table and field scope
List required tables and fields, including inherited fields and reference values. Include a record with related tasks or attachments when validating whether the scope is complete.
Access and business rules
Review table and field access with the instance administrator. For any proposed write operation, identify business rules and flows that may run, and agree how the test will be isolated.
Inspect a small ServiceNow record set
Use the REST API Explorer or an approved authenticated REST client against your non-production instance. This example requests ten incidents and their stored reference values. Adjust the table and fields to your approved scope.
HTTP
GET /api/now/table/incident?sysparm_query=ORDERBYsys_id&sysparm_fields=sys_id,number,short_description,caller_id,sys_updated_on&sysparm_limit=10&sysparm_display_value=falseWhat to verify
Check the result array against records visible to the integration identity. Preserve sys_id values for matching; display labels are not stable record keys. An empty result can reflect the query or permissions. For a larger extract, define pagination and reconcile changes during capture. Download required attachment bytes through the Attachment API; a metadata row alone does not preserve the file.
ServiceNow: Table API parameters and responsesPrepare Windows
Prepare a Windows host whose ownership, service identity, and network routes are agreed with your infrastructure team.
Host and process ownership
Record the Windows release and deployment package version. Choose the account that will run the application, its file permissions, and the team responsible for restarts and upgrades.
Network and certificates
Review outbound access to the source and connectivity to the database, including proxy and certificate requirements. Limit any inbound application access to the approved network.
Storage and operations
Identify directories for application data and logs. Agree disk monitoring, credential rotation, restart checks, and the maintenance window before scheduling work.
Check the Windows host
Run these PowerShell checks on the application host. The service query shows installed Vivly services, if present. Compare the result with the service list supplied for your package.
PowerShell
Get-CimInstance Win32_OperatingSystem |
Select-Object Caption, OSArchitecture, Version
Get-Service | Where-Object DisplayName -Like '*Vivly*' |
Select-Object DisplayName, Status
Get-PSDrive -PSProvider FileSystem |
Select-Object Name, Used, FreeWhat to verify
Record the OS and available storage. After installation, required services should be running. Check both the service account's database access and its ability to read the configured certificates; success from an administrator's interactive session does not establish service access.
Prepare Embedded PostgreSQL
Define the PostgreSQL database, schema, account, and storage owner. For a Windows embedded setup, identify the database service and persistent data directory created by the package.
Connection and privileges
Record whether PostgreSQL is embedded or separately managed, its version, and the connection configuration. Review the required database and schema privileges rather than granting broad administrative access by default.
Data representation
Test timestamps and time zones, numeric precision, large text, and source identifiers. Compare reference identifiers with the source and test how a changed source field appears at the destination.
Storage and recovery
Plan database capacity, growth monitoring, and database backups. For an embedded deployment, identify the data directory and verify that application upgrades or host replacement preserve it.
Check the PostgreSQL connection context
Connect to the intended archive or backup database with the application role, then run this read-only query. For embedded Windows installations, use the endpoint and port recorded by the installed package.
SQL
SELECT current_database() AS database_name,
current_user AS database_user,
current_schema() AS schema_name;
SHOW server_version;
SHOW TimeZone;What to verify
Confirm the database, role, schema, and time zone before comparing source values. For remote libpq connections, sslmode=verify-full validates both the certificate chain and hostname when the trusted CA is configured. An encrypted connection alone does not prove the server's identity.
PostgreSQL: TLS and server certificate verificationConfigure the workflow
Start with a representative dataset, then expand the scope after validation. Use the connection settings established above and keep source changes behind the appropriate approval.
Define the archive boundary
Choose a small set of records using an explicit business rule, such as closed status and an agreed age. Record exclusions, linked records, required fields, and attachment requirements. Treat a retention hold as a separate decision from age.
Review a representative sample
Include records with custom fields, missing values, long text, dates, and relationships. Agree how identifiers and relationships will be represented at the destination before expanding the scope.
Validate the retained copy
Compare record counts and sampled field values with the source. Exercise the retrieval workflow that the business will actually use. Include a user who should have access and one who should not.
Make cleanup a separate decision
Do not use a completed transfer as proof that source records can be removed. Approve a cleanup policy only after retention, dependencies, retrieval, and recovery requirements have been reviewed.
Pilot: preserve a completed service record
Select a small set of completed incidents with a reference, a journal history requirement, and an attachment. Name the exact related tables and fields to retain alongside each incident.
- Record the sys_id and expected related records for each incident before capture.
- Compare stored reference IDs and required journal entries with the approved source sample.
- Open a preserved attachment and verify its bytes or checksum, not just its filename.
- For an instance-retirement evaluation, verify retrieval from the retained copy with source access disconnected in the test environment.
Scope of this example
Archive copying does not delete ServiceNow records or reclaim instance storage. Explicitly select journal and audit scope; do not infer complete history from the current incident row.
Validate before expanding
- The selection rule includes the intended records and excludes held or active records.
- Source identifiers and required relationships can be traced in the retained data.
- A business user can retrieve an agreed historical case using the intended access path.
- Retention, source cleanup, and recovery responsibilities have named owners.
Keep a deployment record
Record the package version, environment, data scope, test date, expected result, actual result, and owner of each unresolved issue. Keep secrets and customer data out of shared support notes.
Everyday operations
After each run
Review completion status, record counts, failures, and source API usage. Resolve unexpected differences before allowing the next dependent action.
When credentials change
Update the connection through the approved secret process, verify a bounded read, and retest the required operations. Remove obsolete credentials.
When the source changes
Review added or changed objects, fields, access rules, and automation. Repeat representative data and permission checks before expanding the scope.
Before an upgrade
Record the current package and configuration, protect persistent data, and define the rollback procedure. Validate connectivity and a representative workflow after the change.
Troubleshooting
The archive contains fewer records than expected
Compare the selection rule, source account visibility, date boundaries, API responses, and excluded record types. Reconcile counts before changing the scope.
A historical record lacks useful context
Check whether related records, custom fields, and attachments were included. Test retrieval across the complete business case rather than a single row.
A record should not be removed
Stop the cleanup step and review active dependencies, retention holds, and the approved deletion boundary with the data owner.
PostgreSQL rejects a connection or write
Check the endpoint, database name, account, TLS settings, network access policy, and schema privileges. For embedded deployments, also check process health and available disk space.
Technical references
Use these official references for the source APIs, database connection settings, and runtime behavior discussed above. They describe the underlying platforms; use your Vivly package documentation for its installation and supported configuration.
Review this deployment with Vivly
Bring your source scope, host, database, and success criteria. We will use them to identify the applicable package, open questions, and rollout sequence.
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