Chapter 12 — Keeping and deleting records

Chapter 12 — Keeping and deleting records

Lesson map

Lesson 12 published. Map, example, EX045.

flowchart TD
  N0["Learning outcomes"]
  N1["12.1 The schedule"]
  N2["12.2 Finding old records"]
  N3["12.3 Deleting with approval"]
  N4["12.4 Making it routine"]
  N0 --> N1 --> N2 --> N3 --> N4
  N4 --> EX["Worked example"]
  EX --> Q["Exercise EX045"]

Logical drawing

flowchart LR
  N0["Learning outcomes"]
  N1["12.1 The schedule"]
  N2["12.2 Finding old records"]
  N3["12.3 Deleting with approval"]
  N4["12.4 Making it routine"]
  N0 --> N1 --> N2 --> N3 --> N4 --> Q["EX045"]

[Learning outcomes]
    |
    v
[12.1 The schedule]
    |
    v
[12.2 Finding old records]
    |
    v
[12.3 Deleting with approval]
    |
    v
[12.4 Making it routine]
    |
    v
[Worked example] --> [Exercise EX045]

Learning outcomes

You will (1) read a retention schedule; (2) find records past their retention date; (3) delete records safely with approval.

12.1 The schedule

Linkway's retention schedule lists how long to keep each type of record. Complaints are kept for two years after closing. Driver hours are kept for the period employment and transport law require. Lost property records are kept for six months. Count data without personal details are kept for ten years for planning. Marta learns that keeping data too long increases risk, while deleting too early can break legal duties. Marta keeps a copy of the schedule in her workbook with notes on which records she handles most often.

12.2 Finding old records

Marta writes a script that reads the complaints export and lists complaints closed more than two years ago. She finds many old complaints still held, including contact details of passengers who complained years earlier. She also checks the lost property spreadsheet and finds records from three years ago. She reports both to Mr. Hughes with counts, keeping the details inside the secure system rather than copying them into her report. Mr. Hughes thanks her for keeping the details out of the report itself.

12.3 Deleting with approval

Mr. Hughes, as owner, approves deletion. Marta deletes old complaint contact details but keeps the complaint category, route and date, which help planners understand problems. For lost property, she deletes old records completely. She records the date, the number deleted and Mr. Hughes's approval in a deletion log. Mr. Osei notes that recording deletions shows that the schedule is followed, which matters if anyone asks. Mr. Hughes checks the log entry and signs it, and planners confirm that the kept complaint fields still meet their needs.

12.4 Making it routine

Marta suggests running the deletion check every month. Mr. Hughes agrees and adds it to the monthly task list, with Marta's script and a short procedure. He also asks IT whether the complaints system can delete old contact details automatically. Marta learns that retention works best when deletion is routine and automatic, rather than a big clean-up done once and then forgotten. IT confirms that automatic deletion is possible, and it is planned for the next system update, with Marta's monthly check continuing until then as a safeguard.

Worked example

Marta reads Linkway's retention schedule, finds old complaints and lost property records past their dates, deletes them with approval while keeping useful complaint categories and makes the check monthly.

Synthetic case. The schedule is synthetic.

Errors and limits

Copying personal details into reports about deletion creates new copies to delete.

Exercises

• EX045 — Complaint period. How long are complaints kept after closing? Rubric: 3 = two years;; 2 = partly correct;; 1 = wrong;; 0 = none.
• EX046 — Kept complaint fields. What complaint details are kept after deletion? Rubric: 3 = category, route and date;; 2 = all;; 1 = some;; 0 = none.
• EX047 — Lost property. How long are lost property records kept? Rubric: 3 = six months;; 2 = partly correct;; 1 = wrong;; 0 = none.
• EX048 — Deletion record. What is recorded in the deletion log? Rubric: 3 = date, number deleted and approval;; 2 = all;; 1 = some;; 0 = none.

Continue studying — lesson 12 (chapter 12 of 18)

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