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TypeFunctional description for TISWhere used in TISWarning/error messages in TISComments
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 displayedIn intrepid, this flagged the applicable field or record for archiving in the back end but kept it in view on the UI.

Applicable to fields in ref table and records

Reversible
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

  • can be applied at both record and field level
  • impact of applying this to a field being used in a current record, is
    • filtering may need to be applied to view the record in a list page i.e. To show both current and inactive records
    • 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 may present errors to the user
    • assessment records may become legacy, and no editing will no longer be possible

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

  • People
  • Programmes
  • Posts
No error message displayedIn Intrepid, this meant the applicable field/record would need to be activated (made current) before it could be used in a record

Applicable to fields in ref table and records

Reversible
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
  • No audit trail is kept of record/field

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

  • People: Placement
  • People: Programme Membership
"Are you sure you want to delete?" displayedN/A
4Minus

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
  • No audit trail is kept of record/field

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
No error message displayedN/A
5X button

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

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

  • People: Roles
No error message displayedN/A
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

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

  • People: Registration dates
  • People: Inactive date
  • People: Programme membership
No error message displayedApplied in addition to any status of current, inactive or delete - purely informational
7ArchiveNot currently implemented in TIS
N/AN/A


Data implications
 In terms of data being passed down to NDW, it is assumed that hard delete data is not passed on, but soft delete data is.
Going forward, all data should be passed on to NDW, but segregated from regular data in some way to support simple queries.


To Be

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

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  • this should be applied to the following to reference data records and all other functional record types
  • It should remove the ability to link to new records, however existing linkages will remain unless edited
  • On edit, system should flag where there are records using/linked to this data that have a status of “current”
  • display which records are linked or using the data, line by line TBC if this is possible and how

Example applicable scenarios

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  • supervisor approvals
  • GMC/GDC/PH number validity



Archive REQUIRES FURTHER DISCUSSION WITH JW

  • 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
    • apply status "archive"
  • all archived data should be retrievable via NDW

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