Party records and Trove 1 Module 10: How to delete, hide and unhide records

Module 10 description 2 This module shows how to delete an unmatched record, how to delete (hide) an identity record and how to unhide a record within an identity container record. Note: Identities can be hidden but you cannot DELETE an identity – identities have persistent identifiers that must be maintained. Pre-requisites Module 1-A: Process for contributing party records to Trove and how to obtain an ISIL code and Module 1-B: Register with Trove and access TIM. Module 10: How to delete, hide and unhide records

Module 10 outline 3 This module is a step-by-step guide showing: how to delete an unmatched record; how to delete (hide) an identity record; how to unhide a record within an identity container record. Module 10: How to delete, hide and unhide records

4 An Unmatched record may be deleted. Reasons for deleting an unmatched record may include that it was not intended to have an NLA party identifier allocated for that record, or that information in the record needs to be corrected by the contributor and then re-harvested by the NLA before it can be matched with an identity record (e.g. the birth date on the unmatched record is incorrect). Unmatched records can only be deleted individually. Once deleted, there is no option to undelete the record. However, the record may be re-harvested into Trove. Module 10: How to delete, hide and unhide records How to delete a record

5 1. Search for the record and display it under the green Unmatched records tab. 2. Click the Delete record icon (red cross) on the record you wish to delete. Module 10: How to delete, hide and unhide records How to delete a record

6 3. The system will display a message asking you to confirm or Cancel the record delete. 4. Click the Delete record button. 5. The system will delete the record. It will no longer display on the screen and will not be searchable in TIM. Module 10: How to delete, hide and unhide records

7 Records within an identity container record may not be deleted. However, these records can be hidden from public view so that they do not appear in Trove or its machine-or-machine interfaces. Module 10: How to delete, hide and unhide records Deleting (hiding) an identity record

8 1. Search for the identity container record and display it under the purple Trove identities tab. 2. Select the individual record from within the identity container record that you wish to hide from public view. Click the Hide from public view icon (eye). Module 10: How to delete, hide and unhide records To hide an IDENTITY record:

9 3. The system will display a message asking you to confirm or Cancel hide record. Notes added with the hide record action will appear as “record deleted” in the audit trail of the identity container record and not in the audit trail of the record within the identity that you are hiding. Notes will not appear in Trove. 4. Click Hide record. Module 10: How to delete, hide and unhide records

10 5. The system will hide the record from public view. The record will not be visible in Trove or its machine-to-machine interfaces. Where the hidden record was the only record in the identity container record, the identity record itself will not be visible in Trove. Where the hidden record was one of several records within an identity container record, all information from the hidden record will be removed from the identity container record. 6. The hidden record will still display in TIM and remains searchable within this interface. However in place of the hide icon (eye), you will see a red exclamation mark within a circle. If you put your mouse over this icon a pop-up message will indicate that if you click that icon, you can unhide the record from public view. Module 10: How to delete, hide and unhide records

11 Once hidden from public view, there is an option to unhide a record from an identity container record. Module 10: How to delete, hide and unhide records How to unhide a record within an identity container record

12 1. Search for the record and display it under the purple Trove identities tab. 2. Select the hidden record from within the identity container record that you wish to unhide and click the red exclamation mark within the circle. Module 10: How to delete, hide and unhide records To unhide a record from an identity container record:

13 3. The system will display a message asking you to confirm or cancel unhide record. The message includes an option to include a note. Notes will appear in the audit trail of the identity container record and not the audit trail of the record within the identity container record. Notes will not appear in Trove. Module 10: How to delete, hide and unhide records

14 4. Click “unhide record”. 5. The system will restore the record to public view in Trove and its machine- to-machine interfaces. In the TIM, the hide icon (eye) will replace the exclamation mark on the unhidden record. The “unhide” action will be recorded in the audit trail of the identity container record. This audit trail is visible in TIM but not in Trove. Module 10: How to delete, hide and unhide records

Module 10 summary 15 Module 10 showed how to delete an unmatched record, how to delete (hide) an identity record, and how to unhide a record within an identity container record. Further information from ANDS Trove and TIM and the ARDC Party InfrastructureTrove and TIM and the ARDC Party Infrastructure. URLs TIM: Trove: Acknowledgment This module is based on the NLA's Trove Identities Manager Guide to managing records in the party infrastructureTrove Identities Manager Guide to managing records in the party infrastructure Module 10: How to delete, hide and unhide records