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Requires further discussion with Joanne Watson (Unlicensed) / Ray / IG - TISNEW-257

Hicom Document:
https://hee-tis.atlassian.net/wiki/download/attachments/476053520/Intrepid_ConsolidationDataRetention_Proposal%20V4.docx?version=1&modificationDate=1535620301647&cacheVersion=1&api=v2

Proposal document:
https://hee-tis.atlassian.net/wiki/download/attachments/476053520/V10%20Consolidation%20project%20-%20archiving%20proposal%20(draft)%2029.9.16%20(1)%20(1).docx?version=1&modificationDate=1534494485661&cacheVersion=1&api=v2

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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#ArtefactWhat 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:

  • Full staff record – to be kept until the staff member’s 75th birthday or 6 years after the leaving date.
  • Summary Staff record – to be made after the 6 years retention timescale of the full staff record has passed and should be kept until the staff member’s 75th birthday. See appendix one for details of the contents of the summary record.
  • Staff training records – Clinical training records to be retained until 75th birthday or 6 years after the staff member leaves, whichever is longest. Statutory and mandatory training records should to be kept for ten years after training completed and other training records to be kept for 6 years after the training has been completed

Proposals:

Scenario 1:

  • Record type = Staff (is a trainee record).
  • Last programme end date is equal to or earlier than 3/8/10.
  • There are no subsequent placements on the record.
  • Action to take - Extract a Staff Record Summary from V10 for archiving and delete entire V10 record.

Scenario 2:

  • Record type = Staff (is a trainee record).
  • Last programme end date is equal to or earlier than 3/8/10.
  • There are subsequent non training grade placements.
  • Action to take - Extract a Staff Record Summary from V10 for archiving and delete all programme details (including associated placements and assessments) on V10.
  • Action to take - Set record type to Both to maintain the non-training grade placements (see Contacts and Recommendations section for additional details)

Scenario 3:

  • Record type = Both (is/has been both a trainee and non-trainee record)
  • Last programme end date is equal to or earlier than 3/8/10.
  • There are subsequent non training grade placements.
  • Action to take - Extract a Staff Record Summary from V10 for archiving and delete all programme details (including associated placements and assessments) on V10.
  • Action to take - Retain record type as Both to maintain the non-training grade placements (see Contacts and Recommendations section for additional details)

  1. What is the definition of 'leaving date'?
  2. What is the definition of Full, Summary and Staff training records?
  • Full Staff Record:
  • Staff Summary Record:

  • Staff Training Record:


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.

Scenario 2:

Once all the appropriate Staff records have been archived and deleted from the system we can then archive post records that fulfil the following criteria:

Record status is inactive and contains no placements for a person whose Programme and placement information is still either Current or Inactive.



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?

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#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?
5What data will need to be accesible accessible (GDPR) and for how long?
6Are there any notifications we need to provide to users / trainees regarding the editing/deleting/archiving of their data?

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