phil jones data retention capita one software update seminars 2014

Phil Jones

Data Retention

Capita One Software Update Seminars 2014

Capita One National User Group 2014Capita One Software Update Seminars 2014

Synopsis

This session will give an overview of the standard reports included and discuss the bespoke services that will be available to help you meet your authority’s data retention policy.


Agenda

• Introduction – what and why

• How,• Soft archive• Permanent archive

• Identify• Archive • Delete

• Services available.


What

• Functionality to:

• Identify records that breach the LA’s retention policy/policies

• Produce .PDF documents for use in the LAs electronic archiving system

• Delete/obfuscate/anonymise Student and Person records


Why

• The Data Protection Act has eight core principles which include:• Principle 4: Data is accurate and, where necessary

up to date.• Principle 5: Personal data shall not be retained

longer than is necessary

• One systems contain a lot of data that may no longer be relevant.


Soft Archiving/Data Cleansing For Old Records

• Prior to deleting records, they may be “dormant” in the database for a period of time

• Such records must still meet principle 4

• Professional services have developed a service to assist LAs in making appropriate changes to data to ensure the records are compliant.


Permanent ArchivingIdentifying Records

• Records may be identified by SSRS report or individually

• Universal student/person report is included with the release, the report:• Includes all the SQL statements to identify where a

child has a record in a module• Identifies entities that DO NOT have sensitive details

e.g. SEN, CSS, financial links.

Manual Search

Search by Report

View Dependencies


Permanent ArchivingArchiving Records

• To archive records LA’s must have SSRS reports setup

• Sample CSS and SEN archive reports are included with the release

• The report uses the passed person Id. to identify data to be included

• Single or multiple report(s) may be selected

• Each report generates a PDF document per child

Archival Reports


Permanent ArchivingDeleting Records

• Having identified and potentially archived the student/person record. Next step to delete the records

• There is a schedule and default user to setup before any record is deleted

• When deleting there is a notification area which displays the archiving status of the records to be deleted.


Service Pack A Soft Archiving/Data Cleansing

• Cleansing of dormant records• Advice/planning future data cleansing needs• Data cleansing reports customised to LA needs• Scripts for bulk updates.

• Costs to be confirmed with your Account Manager


Service Pack BData Retention Workshops

• Identifying data retention needs• Understanding your policies• Methods of data retention• Awareness of stakeholders• Planning application of retention requirements

• Setting up and using the One Archive and Delete software• Planning for future

• Ongoing policy• Reviewing policies• Documentation of data elements for archiving


Service Pack C Data Retention and Archiving Reports

• Translate LA retention policy into SQL

• Creating SSRS reports to:• Identify records to be deleted• Archive data to service specific requirements

• Service Pack B is a pre requisite for this pack.


Pack A• Preparation

Pack B• Policy and

planning

Pack C• Implementatio

n

Service pack overview

phil jones data retention capita one software update seminars 2014

Documents

records records

software update seminars

person records slide

national user group

child slide

old records

bulk update

manual search slide