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Detailed description of desired deliverable:
Research
Presentation from
Tufts Records Retention Policy
Student Records Retention Policy
This policy doesn’t explicitly apply to digital records, nor has it taken into account the significant amount of data we now have about students by using marketing and recruitment CRM systems.
Matriculated Graduate Student Records should be maintained indefinitely/permanently, however the responsible party for this is the Registrar’s Office, which does not get information about activity/interaction data in the IE folder.
Non-matriculated graduate student records should be maintained for two years.
Based on this, any interaction/activity code targeted for deletion which has not been used since February 1, 2020 will be permanently deleted.
We will run a one-time “snapshot” export of all activity/interaction data associated with person and application records in Slate for reference prior to running any retention policies.
Activity/Interaction codes which contain useful data we want to retain will be renamed/reformatted to maintain this information.
Retention Policy testing in Slate:
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Outcome:
Created a retention policy in test environment to observe what happens to individual records when the activity or interaction code is deleted from the database.
Used parent code = advertisement, 10 rows deleted. After executing the retention policy, 901 individual person-record interactions with parent code = advertisement were deleted. Confirmed that those records were not added to the rules queue. Confirmed that the 10 interaction codes were deleted from Database > Activity & Interaction codes.
Activity & Interaction Code Audit
Activity & Interaction Codes with no data/no data since 2/1/2020 - TO DELETE
Parent Code | Code | Notes |
|---|---|---|
Advertisement (AD) | All codes | No data since 4/25/2018 |
Affiliation (AF) | All codes | Only a few rows since 2020, should not be used here anyway. |
GINQ | All codes | Renamed DO NOT USE, been out of use for years. |
PHPD - IE Emails (IE) | All codes | Only used in 2015 |
Office Hours | All codes | Only used once; should be form/event data. |
Referral (REFER) | All codse | Not used since 2019 |
scholarship | All codes | Only used once and for a program that doesn’t exist anymore. |
Interview (int) | All codes | Never been used. Has custom field. |
Waiver | All codes | Only used intermittenly in error. Cleaned up the 6 records that shouldn’t have used it to make sure info was in correct place. (Payment waived) |
List Purchase (LIST) | APHALIST, FIERCELIST, MDSL | Was used in 2021 for a few lists, not sure why -- maybe keep but reformat? Can delete some codes |
Off Campus Recruitment (OFFCR) | AAMC, ABRCMS, APHA, ASPPH, BU, CF, ID, SACNAS, SNMA, UMASS | Used for attended in person events; 7/16/2014 - 2/20/2024. Keeping codes used since 2020, deleting older ones. Needs review |
On Campus Recruitment (ONCR) | NUTR - Online information session, NUTR - student coffee hour, NUTR Dean’s Chat, Online Chat, OpenHouse-MNSP | Used for on-campus events; 10/16/2014 - 8/10/2022. Looks like lots of GSBS and NUTR, deleted most codes but keep ones used by TUSMGP since 2020. |
Social Media (SM) | FB, SDN, TW | LinkedIn is the only one used since 2020, will keep that for now and delete others. |
2/29/2024 - Built retention policy to delete these codes in TUSMGP prod;
Data Freeze
Data was pulled 2/26/2024 from TUP database.
For person/interaction:
Activity & Interaction query joined to activity and interaction lookup table, person table.
Filtered out all records created on or after 2/1/2020 and any where the activity/interaction code = source (this is system, not custom)
For application/activity:
Activity & Interaction query joined to activity and interaction lookup table, to app table.
App table joined to person.
Filtered out all records created on or after 2/1/2020 and any where the activity/interaction code = received or payment (these are system, not custom)
Data saved to Box > Admissions & Records Team > Projects > Slate > TUP Activity and Interaction Audit 2024
New interaction codes from Hannah:
https://tufts.box.com/s/8pjtcj9vzf1ly0boko7jgwfsrhdymw6y
Hannah’s new interaction codes spreadsheet with notes on implementation: https://tufts.app.box.com/s/f9tbbmdn4a7z0jw0wy1pb55x841wrb9e
3/18/2024 Meeting w/Hannah
Paid media is really high
Adding interaction each time someone goes through the rules, not preventing from adding more than once?
Don’t have a score yet
Person Dashboard
Fields to include:
Pronouns
Name pronunciation
First Gen/HRSA?
Texting opt-in
External IDs (CAS, Tufts ID)
Lead Score
Most Recent Inquiry Details info
Outreach history