F2 Data Cleanup
The F2 Data Cleanup add-on module addresses the various needs of organisations with regard to cleaning and deleting data. Data protection legislation requires that organisations define deletion policies that guide the storage and deletion of data, including personal data. Organisations may need to clean up cases that have been transferred to a different F2 system, such as cases that have been locked and delivered to the Danish National Archives. Additionally, organisations may need to clean up erroneously created cases or records.
The add-on’s cleanup tools assist in data maintenance - that is, the add-on provides organisations with the overview and deletion functionality they need by helping them generate lists of cases and records within the installation that may be ready for deletion.
F2 Data Cleanup consists of cleaning tools that support the organisation’s regular case cleanup without dictating their deletion policy. The tools are designed for large-scale, regular cleanup tasks based on lists which provide an up-to-date overview of cases ready for cleanup. Their design focuses on cleaning and, if necessary, deleting large numbers of cases or records simultaneously based on relevant predetermined parameters such as disposal codes and keywords. Any singular cases or records, e.g. a duplicate created by mistake, are better deleted via the case, record, or main window respectively.
Users who are given access to data cleanup can view a range of metadata to evaluate whether a case or record is ready for deletion. This includes predetermined personal data of involved participants as well as metadata of cases and records such as the responsible user or unit, keywords, disposal codes, and file plans. The add-on does not offer access to the contents of records or their attached documents, ensuring that users who do the cleaning do not gain unnecessary access to sensitive data.
Access to data cleanup offers additional details on data access, while potential security concerns are addressed below. A description of how to access the cleanup tools is followed by Manage cleanup searches, which contains a guide to working with cleanup searches and cleanup lists. Finally, Cleaning with cleanup lists presents the actual cleanup tasks and their associated supported methods of documentation.
Security concerns
Users with access to data cleanup potentially gain access to a range of metadata on all records and cases in the F2 installation in addition to the rights to delete these records and cases permanently.
| Users can gain the rights to view titles, responsible users, keywords, and other metadata of records and cases. The cleanup tools will never grant access to record contents that the user did not have already. This applies to both record documents and documents attached to the records. |
Because of the potentially expanded access, the add-on offers both a standard role and a privilege which should be assigned to users with the utmost caution. The cleanup tools contain built-in documentation options to meet security and supervision requirements, enabling users to frequently and automatically create reports on the deleted data and the reason for deletion.
The act of deleting data is documented in F2’s database. This documentation cannot be deleted, and said documentation can be extracted with the Analytics module (documentation available in Danish).