1. Phil Jones Data Retention Capita One Software Update Seminars 2014

2. Capita One National User Group 2014 Capita 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.

3. Capita One National User Group 2014 Capita One Software Update Seminars 2014 Agenda Introduction – what and why How, Soft archive Permanent archive Identify Archive Delete Services available.

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

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

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

7. Capita One National User Group 2014 Capita One Software Update Seminars 2014 Permanent Archiving Identifying 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.

8. Manual Search

10. Search by Report

11. View Dependencies

12. Capita One National User Group 2014 Capita One Software Update Seminars 2014 Permanent Archiving Archiving 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

13. Archival Reports

14. Capita One National User Group 2014 Capita One Software Update Seminars 2014 Permanent Archiving Deleting 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.

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

16. Capita One National User Group 2014 Capita One Software Update Seminars 2014 Service Pack B Data 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

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

18. Capita One National User Group 2014 Capita One Software Update Seminars 2014 Pack A Preparation Pack B Policy and planning Pack C Implementatio n Service pack overview