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 for TIS	Where used in TIS	Warning/error messages in TIS	Comments
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 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 displayed	In 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
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 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 displayed	In 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
3	Trash 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?" displayed	N/A
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 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 displayed	N/A
5	X 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 displayed	N/A
6	Dates 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 displayed	Applied in addition to any status of current, inactive or delete - purely informational
7	Archive	Not currently implemented in TIS		N/A	N/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:

Delete status

remove “delete” as a status that can be applied in the FE across all fields and records
apply delete status in the BE only, in certain scenarios (see below)
display the fields with deleted status in the FE/BE audit logs
Allow NDW reporting for records with "delete" status

Example applicable scenarios

N/A - see Trash Can

Inactive status

this should be applied to the following to reference data fields and all record types
It should remove the ability to link to new records, however wxistinrecord 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

records and fields that need to be temporarily retired
Reference data

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 the record or field 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 - this should also allow user to undo deletion
Do not allow deletion where linked child records / fields
Send deleted fields to NDW in segregated area to support reporting

Example applicable scenarios

accidental creation of a record

Minus

this interaction should enable the removal of sub-sections to a record
this should act as a soft delete
- remove the data from the FE
- apply status of Delete in BE
keep a record of the change in the back end
display the deletion in audit log against the relevant user/record - this should also allow user to undo deletion
do not allow deletion where there are linked records
Send deleted fields to NDW in segregated area to support reporting

Example applicable scenarios

accidental addition of a sub-section (e.g. placement or assessment to a Person) record
accidental addition of a curriculum to a Programme

X (button)

this interaction allows the removal of "multi-add" fields against a record
it should act as a soft delete
- remove the data from the UI
- apply status of Delete in BE
keep a record of the change in the back end
display the deletion in audit log against the relevant user/record - this should also allow user to undo deletion
Send deleted fields to NDW in segregated area to support reporting

Example applicable scenarios

removal of roles against a person record
sites against a Post

Dates From/To

this interaction should trigger automatic status change to "inactive" or "current" dependent on when the dates lie in relation to "today's date"
it should act as a status change only
- make applicable record "inactive" when end date passes today
- Make applicable record "current" when start date passes today
- keep the record in view within UI
keep a record of the change in the back end (accessible via audit logs)
Can be overridden manually by status change,

Example applicable scearios

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

Applicable scenarios

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

#	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?