Deletion rules can be defined for cleaning up completed and/or cancelled dossiers, processes and activities. Those rules are then used to set dates after which that data may be deleted. This does not of itself delete the data yet. To do that, deletion requests have to be created by a user with the archivist role.
Assigning the archivist role to staff members can be done in the same way as other roles are assigned to them.
A block is available for deletion requests on the dashboard of the archivist and functional manager. It shows how many dossiers, processes (execution and pre-execution phase) and activities can currently be deleted. Additionally, information about the last deletion request is displayed. That can be a deletion request that is yet to be executed (‘In progress’ status) or the last executed deletion request.
The confirmation screen for a deletion request can be reached through the item for deleting dossiers, processes and activities.
A date can be selected on that screen up to when everything should be deleted, e.g. deleting everything through to 31-Dec-2017 that is allowed to be deleted. Based on that date, the numbers of dossiers, processes and activities that are ready to be deleted are then displayed and a report can be requested that gives more information about the data to be deleted.
After downloading the report, the deletion request can be confirmed. This can only be done by a user with the archivist role. Functional managers can call up the report but cannot confirm the deletion request. This does let them see what data is ready for deletion, though.
Only a single deletion request can ever have the ‘In progress’ status; if there is already one in that status, reports can be requested but a new deletion request cannot be confirmed.
If a deletion request is in process, the information about that request will be shown on the screen, as in the example below. The button for definitive deletion will then not be shown.
Handin & Asses activities that archiving rules would apply to will not be included for deletion until the archiving has been done. This also applies to processes and dossiers that these submission & assessment activities belong to, of course.
The other item on the dashboard lets you view the deletion requests history; this is where you can see what deletion requests have been made in the past and whether a deletion request is in progress.
You can see when a deletion request was requested and by whom, when the data was deleted and the numbers of deleted data items.