This article will detail popular Deletion / Deactivation Requests that we receive across our RiskScreen platform.
You can either scroll through this article to learn more about the types of record queries we receive, or use the below navigation bar to skip straight to your desired area.
Contents
What is the difference between deactivating and deleting a client?
How do I bulk make customers inactive?
What happens when I deactivate a record?
Why won't it let me delete a record?
Is there a time limit to approve a data deletion request?
How do I manage my data deletion requests?
What is KYC360s data retention policy?
What is the difference between deactivating and deleting a client?
Deleting a client will remove all audit history of their screenings, results within the platform. For the purposes of retaining an audit log of actions, we would always advise deactivating a record over deleting one.
How do I bulk delete records?
Firstly, enter the 'data management' section
From here, you should search for the customers that you would like to create a data deletion request for:
After identifying and selecting the customers you would like to create a data deletion request for, select 'Create New Deletion Request'
From here, you will be prompted to select an Admin user for this deletion request to be sent to.
It should be noted that your admin user will not receive an email informing them of this request, instead you should notify your admin user of this request.
From the time the data deletion is created, your admin user will have 24 hours to approve the request,
How do I bulk make customers inactive?
In order to bulk make customers inactive, you should first export your customer records in import format. If you are unsure how to do this, please follow this link to the guide on exporting customer data.
From here, you will be provided with an excel breakdown of all of your customers, and the details of their records.
Next, find the 'status' column.
‘Inactive’ is represented by the property of ‘0’
‘Active’ is represented by the property of ‘1’
Once you have made the necessary changes to your customers statuses, you can save your workbook and import it back into your screening solution.
It is very important the interface reference remains unchanged - as this is how the system links the changes made in the document to the correct customer profile within the system.
What happens when I deactivate a record?
Deactivating a client should be done when you do not wish the client to be screened any longer, but still retain their information for auditing purposes - in line with any 'retention policies' that your organisation follows.
In order to deactivate a client, you can either mark them as 'inactive' individually, or you can export your customer list (in import format) and mark their status to 'inactive' represented by the property of ‘0’ within the excel sheet. ‘Active’ is represented by the property of ‘1’.
If you are unsure on how to export your customer list, please click here
Why won't it let me delete a record?
The system may not let you delete a record because there is still data attached. The system won't allow you to delete unless everything attached to the record has been deleted.
Option 1:
If you wish to delete a record off the system entirely, you will need to delete all data attributed to that record first i.e. match potentials, investigations and flagged matches etc.
Potential matches can be deleted in bulk, by selecting the 'delete match potentials' tag.
Flagged matches can be deleted by scrolling to the bottom of the specific match, and selecting 'delete flagged match'
Once you have deleted all the attached data to a record, you will then be able to delete the full record.
Option 2:
Alternatively, you can delete this through a data deletion request using our data management tool.
When entering the data management tool, you will be prompted to identify various points of information about the relevant record you wish to delete. You can also use this tool to bulk select individuals / entities that you wish to delete.
Once conducting the search and selected the items you wish to delete, the 'create new deletion request' option will become available.
From here, you will be prompted to add details to your deletion, including the admin user you wish this deletion to be assigned to. Please note that you will need to inform this admin of the deletion request yourself, as they will not receive a notification alerting them of it.
Is there a time limit to approve a data deletion request?
How do I manage my data deletion requests?
When a user creates a data deletion, they will submit the request to one of their internal admins for approval.
Please note, as an admin, you will not receive an email notifying you that a data deletion request has been made. It is at the responsibility of the user creating the request to inform you it has been raised, and the admins responsibility to ensure the 'manage data deletion requests' section is being monitored.
To access your data deletion requests, enter the 'data management' drop down:
From here, you will be presented with the following screen:
Highlighted in yellow, you can see the 'show data deletion requests' section.
It is in this section, you can monitor your past and ongoing data deletion requests.
Please note - there is a 24-hour time period from when the data deletion request is submitted, for it to be approved. If it is not approved in this time, the request will need to be resubmitted.
What is KYC360s data retention policy?
Data Retention Policy
It is important to be aware of our data retention policy Data Retention Period.
We will retain the deleted data for a 30-day period after the deletion request is approved.
This retention period allows for data recovery in case it is needed for any reason.
After 30 Days - After the 30-day retention period expires, the deletion request is archived
(as shown in below screenshot), and the data is permanently deleted from our system.
Please use the data retrieval process sparingly and only, when necessary, as data cannot
be recovered once it is permanently deleted.