Versions Compared

Version Old Version 10 New Version 11
Changes made by

Former user

Former user

Saved on

Key

  • This line was added.
  • This line was removed.
  • Formatting was changed.

...


TypeFunctional descriptionError messageWhere usedWarning/error messagesComments
1Delete (status)

Users can apply a status of "delete" to a particular record, which would mean that the record would be deleted from the front end

  • applied at both record and field level
  • this acts as a soft delete
    • removed the field from the front end
    • does not de-link where applied
    • removes link ability for new scenarios

Example: People (Sensitive Data / Manage Record / Status)

  • People
  • Programmes
  • Posts
No error message displayedTBC: In intrepid, this flagged the applicable field or record for archiving in the back end but kept it in view on the UI?
2Inactive (status)

Users can apply a status of "Inactive" to a particular record or reference data field, which would mean that the record or field is made temporarily unavailable

Example: People records (People / Sensitive Data / Manage Record / Status)

No error message displayed3Trash can

Users can click on the trash can next to a field and permanently remove data from TIS

Example: Placement record (People / Placements / Placement list)

"Are you sure you want to delete?" displayed4MinusUsers
  • can
click on the minus sign next to a field and permanently remove it from TIS

Example: Curricula (Programme / Curricula)

No error message displayed5X

Users can click on the X sign next to a field and permanently remove it from TIS

Example: Roles field (People / Sensitive Data / Manage Records / Roles)

No error message displayed6Dates from/to

Users can specify an end date, which would make the related record or fields Inactive after that date has elapsed

Example: Post funding (Posts / Post record / Funding)

No error message displayed7ArchiveNot currently implemented in TISN/A
  1. Delete (status)
  • applied at both record and field level
  • this acts as a soft delete
    • removed the field from the front end
    • does not de-link where applied
    • removes link ability for new scenarios

...

2. Inactive (status)

...

Comments
  • be applied at both record and field level
  • impact of applying this to field being used in a current record, is
    • filtering may need to be applied to view the record in a list page
    • drop downs for reference tables will not display anything that has been made with an inactive status
    • records containing inactive data will not be flagged, but editing my present errors
    • assessment records may become legacy, and no changes will be possible once this kicks in
Where is this used?

Example: People records (People / Sensitive Data / Manage Record / Status)

  • People
  • Programmes
  • Posts
Programmes

...

No error message displayedTBC In Intrepid, this meant the applicable field/record would need to be activated before it could be used in TIS
3Trash can

Users can click on the trash can next to a field and permanently remove data from TIS

  • this functions as a hard delete
  • removes existing linkages with records and other fields
Where is this used?Comments

Example: Placement record (People / Placements / Placement list)

  • People: Placement
  • People: Programme Membership
"Are you sure you want to delete?" displayed
4

...

Minus

Users can click on the minus sign next to a field and permanently remove it from TIS

  • this functions as a hard delete
  • removes existing linkages with records and other fields
Where is this used?Comments

Example: Curricula (Programme / Curricula)

  • People: Qualifications
  • People: Programme Membership
  • Posts: Other specialties
  • Posts: Sub-specialties
  • Posts: Other grades
  • Posts: Other sites
  • Posts: Programme names
  • Programme: Curricula

...

Comments
No error message displayed
5X

Users can click on the X sign next to a field and permanently remove it from TIS

  • this functions as a hard delete
  • removes existing linkages with records and other fields
Where is this used?

Example: Roles field (People / Sensitive Data / Manage Records / Roles)

  • People: Roles

...

No error message displayed
6Dates from/to

Users can specify an end date, which would make the related record or fields Inactive after that date has elapsed

  • this functions as a hard delete
  • removes existing linkages with records and other fields
Where is this used?Comments

Example: Post funding (Posts / Post record / Funding)

  • People: Registration dates
  • People: Inactive date
  • People: Programme membership

...

No error message displayed
7ArchiveNot currently implemented in TIS
N/A


Data??


To Be

In order to consolidate the way that the concept of deletion is used across TIS, the following rules should be applied:

...

  • accidental creation of a record
  • accidental input of a "multiple-entry" field e.g programme membership



Minus

  • this interaction should enable the removal of sections to a record
  • this should act as a soft delete
    • remove the data from the UI
  • keep a record of the change in the back end (accessible via audit logs)

Applicable Scenarios

  • accidental addition of a placement or assessment to a Person record
  • accidental addition of a curriculum to a Programme



X

  • this interaction allows the removal of fields against a record
  • it should act as a soft delete
    • remove the data from the UI
  • keep a record of the change in the back end (accessible via audit logs)

Applicable scenarios

  • removal of roles against a person record*
  • sites against a Post?
  • others???


Dates From/To

  • this interaction should enable automatic status change to inactive
  • it should act as a status change only
    • make applicable record "inactive" when elapsed time passes
    • keep the record in view within UI
  • keep a record of the change in the back end (accessible via audit logs)

Applicable scearios

  • supervisor approvals
  • GMC/GDC/PH number validity
  • others?


Archive

  • this is required to enable permanent retirement of record types e.g. when a trainee record falls outside of the data retention period
  • this should be an automated process that triggers the following
    • change of status in BE that removes "Inactive" trainees after a defined duration has elapsed  e.g. 7 years from their programme end date
    • remove view of the record in the FE
    • notify users in bulk of records that have been archived
  • all archived data should be retrievable via NDW

Applicable scenarios

  • where data needs to be retired relating to Trainee records (after 10 years have elapsed)


<data flows>



#QuestionComments
1Other than reference date and records (forms), is there anywhere else, or data type, that it should be possible to apply inactive as a status?
2Other than within record, are there other scenarios you might want to delete (trashcan) a data entity? for example, particular fields?
3

Deleting programme membership or curriculum membership current behaviour. Think these are hard deletes too, should they be? If so, do we currently audit the deletion of these? Requires technical design guidance as to what a consistent delete on TIS should be.


4What are archiving rules regarding elapsed time and what can/cannot be stored?
5What data will need to be accesible (GDPR) and for how long?
6Are there any notifications we need to provide to users / trainees regarding the editing/deleting/archiving of their data?

...