To create a new information management data classification tag

The procedure to create a new information management data classification tag is as follows:

1. Navigate to Quick Menu > Information Management > Configuration > Information Management Configuration. The Information Management Configuration window is displayed.
2. Click on Information Data Tags. The Information Data Tags tab is activated.
3. Click on New Data Tag. The Information Data Tag window is displayed.
4. Enter a Description for the new information management data classification tag into the field provided 1.
5. Using the Companies drop-down field, multi-select all companies for which this information management data classification tag is relevant, or choose the All option, as required 1.
6. To compile the subset of Information items to be mapped to this data classification tag: (a) Click on the adjacent spy-glass icon () - The Select Information Items window is displayed, revealing all pertinent data elements subdivided into Database columns, Contact reference types and Generic form fields 2; (b) Click on the adjacent expansion level pointer icons () and activate the tick box against one or more intrinsic elements to be mapped to the data classification tag; (c) Click on Add to transfer the chosen subset to the right ('required') pane, or Add All to transfer all displayed records, irrespective of tick box status 3; (d) Click on Select - The chosen data element subset is summarised in the corresponding Information items field.
7. Using the Data tag types drop-down field, multi-select all identifiers pertinent to this information management data classification tag e.g. Personal Identifiers, Medical Identifiers, Tenancy Agreement Information, etc.
8. Choose an Effective from date for this information management data classification tag i.e. the date on which it came into effect 4.
9. Choose an Effective to date if the classification tag is to be reviewed on a specific date or to capture a change of circumstances; a blank field means the parameter will never expire.
10. Click on Confirm. The compiled data element group is displayed in the Information Data Tags summary table.
11. Repeat steps 3 through 10 to define further data classification tags within the information management framework.
12. 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 classification tag is unique for the effective period.

2 The returned results can be refined further by entering a component of the Information Item field name into the dynamic search field provided.

3 In the same way, use the options Remove and Remove All in conjunction with the associated tick box fields to transfer data elements out of the right ('required') pane.

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

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To create a new information management data classification type