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Anonymising Records

This guide is to walk the reader through how to anonymise their data and removing it from the system. In 5D, you will have the option to anonymise your own data rather than waiting the 7 years when 5D will automatically remove the data.

  1. Anonymising Records

    The manual anonymising feature allows you to download any data related to a record and then permanently delete that record. Once deleted, the data cannot be recovered. 

    The system varies in what can be removed depending on the type of record. It is divided into two categories: People Records and People Groups. 

    People Records - This includes any record listed under “People” in the left-hand navigation panel, covering the following: Visitors, Students, Regular Contractors, Contractors, and Staff. 

    People Groups - This includes the groups listed under “People Groups” in the left-hand navigation panel, as well as companies. It covers the following: Classes, Departments, Evacuation Groups, and Companies. 

  2. Anonymising People 
    1. From any module, click ‘People’ on the left-hand navigation panel.



    2. Select any record type, for example, Visitor or Contractor.



    3. Click the recycle bin icon to start the process of deleting and anonymising the data.



    4. An overlay will appear with options to anonymise the data and finalise the deletion of the record. To anonymise the data, tick the box labelled ‘Anonymise Data? Once anonymised, it cannot be restored’.



    5. If you are sure you wish to permanently remove the record, click ‘Confirm’. N.b. There is no ability to undo anonymising of the data.  


       
       
  3. Anonymising People Groups
    1. To anonymise people groups from any module, click ‘People Groups’ on the left-hand navigation panel, or ‘Companies’ in the Contractor module. 



    2. For people groups, click the record type, i.e class or departments, you wish to anonymise. 



    3. In the list of the record type, you have chosen to remove, click the recycle bin icon to start deleting the record. 



    4. You will have two options to tick for the anonymisation of the data. The first is to anonymise the data of the group itself, which is labelled ‘Anonymise Data? Once anonymised, it cannot be restored’. 



    5. The second option will anonymise any record attached to that group, so be sure you want to remove a large amount of data from your system before continuing. 



    6. If you are sure you wish to permanently remove the record, click ‘Confirm’. N.b. There is no ability to undo anonymising of the data.