To create a new data disposal rule

Adherence to data minimisation obligations is facilitated through creation of Disposal Rules within the Information Management module, which are used to retrieve target contact records based on specified criteria. Each rule can be constructed around expressions defined within the Advanced Statement Builder or achieved using a bespoke SQL stored procedure. As the purpose of each rule is to identify those contact records that fall outside of a housing organisation's retention policy, and therefore subject to data anonymization routines, the opportunity to gain higher level permission for their disposal is achieved using the 'approval required' attribute. When such a rule is executed, no data will be manipulated until the necessary approval has been granted.

The procedure to create a new data disposal rule is as follows:

1. Navigate to Quick Menu > Information Management > Configuration > Information Management Configuration. The Information Management Configuration window is displayed.
2. Click on Disposal Rules. The Disposal Rules tab is activated.
3. Click on New Disposal Rule. The Disposal Rule window is displayed.
4. Enter a Description for the new data disposal rule into the field provided 1.
5. Using the Companies drop-down field, multi-select all companies applicable to this data disposal rule, or choose the All option, as required 1.
6. Define one or more Rule conditions that will determine the operating boundaries for the data disposal rule - click on Statement Builder to compile the logical expressions using the Add Function and Add Field options. This requisite step mirrors functionality covered separately in the topic Understanding the advanced statement builder.
7. Alternatively, where a bespoke SQL stored procedure has been created to execute more complex data disposal rules, enter the subroutine name into the Stored procedure field provided 2.
8. Choose an Effective from date for this data disposal rule i.e. the date on which it came into effect 3.
9. Choose an Effective to date if the data disposal rule is to be reviewed on a specific date, or to capture a change of circumstances; a blank field means the rule will never expire.
10. Where permission must be granted before final anonymization of identified contact records can proceed, activate the Approval required tick box provided.
11. Click on Confirm. The defined rule is displayed in the Disposal Rules summary table.
12. Repeat steps 3 through 11 to define further data disposal rules.
13. Click on Save.

Tip

1 Where only a small number of parameter values are not required, activate the All tick box first and then deselect individual items from the full list, as appropriate; the All tick box will be automatically removed once an item is deselected.

Note

1 System validation rules ensure that the description entered for each new data disposal rule is unique for the effective period.

2 More complex algorithms can be captured within a SQL stored procedure and linked to the data disposal rule in this way. Where a stored procedure has been linked, a separate rule definition cannot coexist.

3 The Effective from date defaults to the current system date and cannot be left blank.

See related topics...

Information management data disposal maintenance overview

To create a new manual disposal batch

Understanding the advanced statement builder