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bxp software (bxp) makes it easy for you to retain data securely and have it accessible through the Internet. It is however important to always remember that if you are storing personal information about a person ( customer or potential customer, member or potential member, staff, student or potential student, patient), what data you're storing and why you're storing it does fall falls under Data Protection and you (not All n One), have to ensure you are compliant with local Data Protection laws.
That said, All n One and bxp can help greatly with your management responsibilities.
== Tool for Data Protection automation ==
There are a number of tools in bxp which provide you with convenient options.
=== Form Deletion ===
If you delete the data then you don't have to worry about it.
''Main Menu > Form - Form and Data Deletion > Form Deletion - Delete (All Form and Data) > Choose the form''
This is a permanent and irreversible action from the user side of bxp.
All n One maintain backups for 6 months, so it is possible for All n One to restore a form given an explicit charged request. This work takes 1 hour to restore your form.
=== Form Retirement ===
Deletion is extreme. For tidiness it is possible to retire forms, rather than delete them. Retired forms can be restored later.
''Main Menu > Form - Form and Data Deletion > Form Deletion - Form Retire > Choose the form''
and conversely
''Main Menu > Form - Form and Data Deletion > Form Deletion - Form Restore > Choose the form''
More information can be found here. [[Form_Retire_and_Restore]]
=== Grouped Data Deletion ===
If it is possible to identify groups of data within a form, then these groups can be deleted.
''Main Menu > Form - Form and Data Deletion > Data Deletion - Grouped Data > Choose the form > Choose your criteria > Confirm the deletion ''
If no flag is easily identifiable on the data in the form there is a process which can be applied.
* Add a flag field to the form usually a text box will suffice.
* Run a report to Excel of all the potential data. Ensure that the CDA Id is one of the columns in the report.
* In the excel file, update the flag field with a code or word to group / categorise the data to be deleted.
* Remove all of the columns except the CDA Id column and the Flag column.
* Sort the Excel spreadsheet on the flag column and remove any rows of data that do not need to be flagged.
* Perform a SMART update loading of that Excel spreadsheet into the form.
* You can now perform the grouped deletion on all the records flagged.
=== Old Data Deletion ===
It is possible to remove older records. Records where there has been no interaction in whatever desired period can be deleted from within a form.
''Main Menu > Form - Form and Data Deletion > Data Deletion - Data Protection - Remove records older than selected data > Choose the form > Choose the date''
So if no email, sms or any type of contact (i.e. a CCL record) has been stored within the selected time window, the record and all contact with it, will be removed.
=== Grouped Data overwriting ===
Using the same SMART update process as in "Grouped Data Deletion" above, it is possible to keep all of the columns of data and just overwrite your data with whatever values you enter / change in the spreadsheet.
* Run a report to Excel of all the potential data. Ensure that the CDA Id is one of the columns in the report.
* Modify any / all of the data as needed, except the CDA Id column.
* Remove any rows of data that do not need to be updated.
* Perform a SMART update loading of that Excel spreadsheet into the form.
=== Single Field wiping ===
It is possible to easily wipe / replace the contents of one field for every record in a form.
''Main Menu > Form - Data Cleaning > Mass Update - Single Field Update - All records > Choose the form > Choose the field and enter the replacement contents ''
=== Real time data manipulation - Outcomes ===
With every outcome used in a form it is possible to modify data.
''Main Menu > Form Management > Form - Outcome Manager > Outcome - Add > Choose the form > Data Management ''
The MetaData module allows for custom data manipulation routines to be built. These could be likened to macros in an Excel Spreadsheet. The rules can be built to perform any manner of data removal, modification or translation required.
This work is done server side, after the data is stored in bxp.
=== Real time data manipulation - JavaScript ===
Unlike "Real time data manipulation - Outcomes", JavaScript can be used in the client browser to manipulate data before it is ever sent to bxp. This level of manipulation usually allows for Credit Card details and the like to be wiped / modified before they are ever transmitted.
The JavaScript rules can be put in place at a form, field or outcome level.
=== Batch data manipulation ===
Using the MetaData module it is possible to build a rule set to modify data which can be caused to be executed on a scheduled basis. For example: every day, wipe records that have not been interacted with in more than 6 months.
