Data disposal batches can be generated in one of two ways: manually, using the New Disposal Batch action button, or automatically, via the scheduled task Data Disposal Batch Creation. The method by which the target contact records are identified for inclusion in each batch is achieved in slightly different ways:
- Manual Disposal Batches - On executing the New Disposal Batch action button a comprehensive search engine is launched, ready to capture inter-related criterion that will identify individual contact records for potential disposal. Subsequent searches with adjusted criterion can then be executed within the same workflow, allowing the desired cohort to be compiled without shifting focus. These batches are identified using the classification caption Manual.
- Automatic Disposal Batches - The scheduled event Data Disposal Batch Creation will systematically step through all valid Disposal Rules, identifying contact records that fulfil the conditions defined within the statement expression (or complex SQL stored procedure). These batches are identified using the classification caption Rules.
Where a 'right to be forgotten' request is received by the housing organisation the creation of a manual disposal batch is a convenient and streamlined route to identifying the relevant contact record, and ultimately applying the controlled anonymization routines. Comprehensive searching opportunities around name, address, date of birth, national insurance number, etc. ensure that records can be easily located using known identifiers. Manual batches are also highly practicable in circumstances where a subset of contacts - perhaps in the same household or with other connecting factors - are to be managed as one cohort, but don't necessarily conform to overarching policy rules for retention and disposal. To compile the desired records, the search engine workflow allows different criteria to be applied over successive data retrieval requests, with the matching results appended to the overall cohort.
The procedure to create a new manual disposal batch is as follows:
- Navigate to Quick Menu > Information Management > Configuration > Information Management Configuration. The Information Management Configuration window is displayed.
- Click on Disposal Batches. The Disposal Batches tab is activated.
- Click on New Disposal Batch. The New Disposal Batch - Search Contact window is displayed.
- Choose the relevant Search by entity (Agreement, Asset, Contact, etc.) and enter sufficient details into the search fields provided.
- Click on Add Criteria to store the selected conditions as part of a nested filter; further filter constraints can be specified for additional Search by entities
1.
- With all desired conditions listed in the Criteria sub-pane, click on Search 2. The matching contact records are returned in the Results tab.
- Optionally, to execute a stored query: (a) Click on Favourites - The Favourites tab is activated, revealing a list of all stored queries accessible by the end user, as displayed in the My Favourites and Shared By Others summary tables; (b) Highlight the row matching the favourite search query to be executed; (c) Click on Search - All matching records are returned in the Results tab.
- Optionally, to store a search query, click on Save Favourite. This requisite step is covered separately in the topic Using the search facility.
- Activate the Select tick box against those contact records to be included in the disposal batch, navigating between successive pages of results where applicable.
- Click on Save. The selected contacts are combined into a new batch entry, as displayed in the Disposal Batches summary table.
Note
1 Each discrete entity (Agreement, Asset, Contact, etc.) can only be employed once within the nested criteria rows.
2 Where only a rudimentary search is warranted, limited to one entity focus area, there is no requirement to add the conditions to the Criteria sub-pane.
See related topics...
Information management data disposal maintenance overview
To create a new data disposal rule
Using the search facility
