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Detailed description of desired deliverable:
Research
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Presentation from
Tufts Records Retention Policy
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Student Records Retention Policy
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Activity/Interaction codes which contain useful data we want to retain will be renamed/reformatted to maintain this information.
Retention Policy testing in Slate:
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
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Outcome:
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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)
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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