Ambulance Victoria Admin System

THE SOLUTION

The FYB Soft Deleter hides the record from the user’s view immediately within Content Manager, thereby giving the appearance that the record has been deleted, whilst flagging the item for review by a Systems Administrator ensuring business rules and record keeping requirements are maintained.

CHALLENGES

• There was no recognised process to request deletion of records from Content Manager
  
• Adhoc processes meant staff generally sent emails to the Records Team or added “TO BE DELETED” in the title of the record
  
• In some instances, the inability for staff to delete a record from the system has resulted in them being relucted to use Content Manager
  
• There was no audit trail to indicate which documents had been requested for deletion from the system

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BENEFITS

Using the FYB Soft Deleter has provided Ambulance Victoria with the following benefits:

• The Records Team are able to see the reason for the soft deletion, thereby enabling them to process the deletions in line with record keeping compliance requirements
  
• Reduced systems administration time on the Records Team by approx. 1 hour a week
  
• No user training required as the add-in was intuitive and easy to use
  

Implementation

Ambulance Victoria have been an FYB Support Member since 2011.In 2015 they were introduced to the FYB Soft Deleter and have been using theadd-in ever since.

"Implementing the FYB SoftDeleter, means that staff can soft delete their own records, lessening th eworkload on our Records Team.”

Ian Mounsey, Records Management Team Leader, Information Communication Technology, Ambulance Victoria

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