Admin UI - Deletion

Currently

There are multiple ways of making a field or record unavailable within the TIS UI, the uses have not been applied consistently across the front end/back end, however the general summary is as follows:

	Type	Functional description	Error message
1	Delete (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 Example: People (Sensitive Data / Manage Record / Status)	No error message displayed
2	Inactive (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 displayed
3	Trash 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?" displayed
4	Minus	Users can click on the minus sign next to a field and permanently remove it from TIS Example: Curricula (Programme / Curricula)	No error message displayed
5	X	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 displayed
6	Dates 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 displayed
7	Archive	Not currently implemented in TIS	N/A

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

	Where is this used?	Comments
	Programmes
	Posts
	Programmes

2. Inactive (status)

can 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?	Comments
	Programmes
	Posts
	Programmes

3. Trash Can (button)

this functions as a hard delete
removes existing linkages with records and other fields

	Where is this used?	Comments
	People: Placement
	People: Programme Membership

4. Minus sign

this functions as a hard delete
removes existing linkages with records and other fields

	Where is this used?	Comments
	People: Qualifications
	People: Programme Membership
	Posts: Other specialties
	Posts: Sub-specialties
	Posts: Other grades
	Posts: Other sites
	Posts: Programme names
	Programme: Curricula

4. X

this functions as a hard delete
removes existing linkages with records and other fields

	Where is this used?	Comments
	People: Roles

4. Dates from / to

this functions as a hard delete
removes existing linkages with records and other fields

	Where is this used?	Comments
	People: Registration dates
	People: Inactive date
	People: Programme membership

To Be

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

Delete status

remove “delete” as a status that can be applied from FE across all fields and records
apply delete status in the BE only, in certain scenarios
displayed the deleted status in the audit log

Applicable scenarios

N/A

Inactive status

this should only be applied to the following to reference data fields and all record types
remove ability to link to new records
flag where there are records using/linked to this data, which have a status of “current”
display which records are linked or using the data, line by line

Applicable scenarios

records that need to be temporarily retired

Trash can (button)

this interaction type should be applied to all record types
this should act as a soft delete, and render the record/field as follows

remove it completely from view in the FE
apply status “deleted” in the BE for audit purposes

display the deletion in audit log against the relevant user/record

Applicable scenarios

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

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

#	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?
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.
4	What are archiving rules regarding elapsed time and what can/cannot be stored?
5	What data will need to be accesible (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?

Admin UI - Deletion

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