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Requires further discussion with Joanne Watson (Unlicensed) / Ray / IG - TISNEW-257
There is a requirement to enable permanent retirement of defined records e.g. when a trainee record falls outside of the data retention period. This is also an item on the list here. An initial recommendation from the data leads is that this should be an automated process that would trigger the following
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| # | Artefact | What and when to archive (V10) | What it means for TIS? | Questions |
|---|---|---|---|---|
| 1 | Persons | The Code of Practice provides retention timescales for a full staff record, staff record summary and staff training records as follows:
Proposals: Scenario 1:
Scenario 2:
Scenario 3:
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The dates for each scenarios need to be reviewed if similar approach will be undertaken for TIS. | |
| 2 | Posts | The Code of Practice does not specify the action to be taken in relation to training posts. However as funding may be attached to post records it is important to recognise that these posts may have historical value. In addition, on the V10 system the removal of any parent records could impact on any related/linked records i.e. removing a post record will result in the linked information being removed from any related child records. Therefore it is proposed that only where: Scenario 1: Record status is inactive and has no placements. Record has no funding information attached Action to take – delete record. Until more work can be taken around the management of posts on V10 is it suggested that the above change is the only one that is made.
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| 3 | Contacts | There also exists on V10 a large number of Contact records. Many of these records contain little information saved for the name of the individual. Some however contain full trainer records so a ‘one size fits all’ solution will not work. It is therefore suggested that more research be done into the extent of the use of the ‘Contact’ record type in local offices. | What does Contacts mean for TIS? Does this also consist of removal of consultant records? | |
| 4 | Placements | Should placements be archived? If so what rules to be applied in TIS? | ||
| 5 | Assessments | Should Assessments be archived? If so what rules to be applied in TIS? | ||
| 6 | Documents | Should Documents be archived? If so what rules to be applied in TIS? | ||
| 7 | Revalidations | Should revalidation episodes be archived? If so what rules to be applied in TIS? | ||
| 8 | Concerns | Should revalidation concerns be archived? If so what rules to be applied in TIS? |
Recommendations
| # | Recommendation | Comments |
|---|---|---|
| 1 | All local offices to undertake basic housekeeping by reviewing records that have already been set to delete and purged from the system where appropriate. NOTE: we should not archive any deleted records. | |
| 2 | Archiving should take place after the Membership number work (GMC, GDC and Public Health numbers) has been completed by all local offices to ensure partial trainee records are not archived. | |
| 3 | Those that should not be deleted should be reset to ‘Inactive’ to ensure they are not purged from the system. | |
| 4 | Those Staff records that meet the archiving criteria above (based on timescales for retaining a full staff record or a Summary Staff Record) should be identified on the V10 system via queries run in the Data Repository using a view that allows access to all local office data. | |
| 5 | These records should be reviewed and, where deemed appropriate, placed into an HEE archiving repository. The records should then be set to delete and purged from V10. | |
| 6 | Both the V10 system and the archived records repository should be interrogated when responding to Subject Access requests. | |
| 7 | HEE to arrive at an agreement for managing the Staff/contact situation on V10. The categorising of records in this way is resulting in ever more complex issues for local offices to deal with. | |
| 8 | Local Offices to investigate the records with a Record Type of ‘Contact’. Those records with no educational/training value should be considered for deletion; those that have a historical educational/training value be reviewed for archiving and deletion. | |
| 9 | Only when the funding for all posts has been added to V10 should we consider looking further at archiving post records. | |
| 10 | Longer term, an archiving function should form a part of the Trainee Information System (TIS). A comprehensive policy for managing records in TIS should be developed as part of the TIS project to include parent and child record archiving and the archiving of reference data. | |
| 11 | Consideration should be given to how access to the records that have been archived can be future proofed to ensure they remain accessible for the required time period. |
Questions and Assumptions
| # | Question | Comments |
|---|---|---|
| 1 | Other than reference date and records (forms), is there anywhere else, or data type, that it should be possible to apply inactive as a status? | |
| 2 | Other than within record, are there other scenarios you might want to delete (trashcan) a data entity? for example, particular fields? | |
| 5 | What data will need to be accessible (GDPR) and for how long? | |
| 6 | Are there any notifications we need to provide to users / trainees regarding the editing/deleting/archiving of their data? |