Candidate Purge

Abstract

Product: BrassRing

Candidate Data Purge

Note

Once candidate data is purged, it is GONE and CANNOT be retrieved, so purge cautiously.

With the Candidate Data Purge tool you can:

• Define your own criteria for selection and deletion (multiple criteria sets are possible).

• Create preview reports for internal review before scheduling actual purging of candidates.

• Completely erase candidate Talent Records from BrassRing.

• Delete candidate profiles from the Talent Gateways (optional).

• By default, up to 1,000 candidates can be purged for a daily purge, or up to 25,000 per month for monthly purge.

• Remove candidate form data (per client configuration).

• Exclude Agency candidates if they are still in their period of exclusivity with an agency.

• Set up recurring scheduled candidate purges.

Relevant eLearning and Links

Best Practices for the Purge Tool

• You should setup one daily purge at a time. Once a purge has caught up any backlog additional purges can be added.

• If you are expecting to purge many candidates for your initial purge, contact your Infinite Representative.

• It is recommended to use the default 1,000 candidates per daily purge setting unless your requirements dictate otherwise.

• Avoid scheduling the purge to run during BrassRing scheduled monthly maintenance windows.

• Do not schedule multiple purges on the same day.

• Introduce a reporting strategy by using DIT for your ongoing reporting needs.

• Align your existing reporting with your purge schedule.

• Anonymize your DIT reports by not selecting any critical candidate data; candidate reference number can be used as unique identifier.

Limitations

1. You can delete up to 25,000 candidates once every 31 days for the monthly purge. This number is also dependent on other criteria such as current workload and transactions within Talent Records.

2. Besides the Standard Req Fields Department and Location/Division, no other req fields are available in Purge selection criteria.

   • Critical for (global) clients with country-specific purge requirements: The country field available in purge is candidate’s country from Talent Record.

   • To overcome limitation 1 (“req fields”)

     • When implementing new global clients, use one of the mentioned standard fields for country on your req forms.

     • If you are using a custom country field on your req forms but at least one of the Standard Req fields that are mentioned is not in use, an RFA from custom field to standard field on the req can solve the business case.

     • For existing clients, which hold different information in these fields, a RAM moving candidates into a Candidate Type to be purged can solve the business case. Users must calculate 60 additional days for the purge to run on such a candidate.

3. Purge criteria is only set by the user and cannot be shared among other administrators.

   • Critical for (global) organizations with more than one admin to keep overview of scheduled purge criteria sets and restrict access to purge.

   • If user leaves the organization, scheduled purge is stopped.

   • To overcome limitation of user type

     • Create a specific user type for purge.

     • Restrict access to purge to only this user type.

     • Use one of the standard users or a shared user who do not get deleted (such as WebAPI or Integration) to set up purge criteria sets.

4. Days back in Date criteria must be a value in the range 60 - 9999.

Considerations Before You Begin

It’s critical for BrassRing Administrators to review and understand their company's Internal Data Retention Policy before initiating the Candidate Data Purge. When the Candidate Purge completes, candidates are purged from the system and are NOT retrievable. Purge does not keep a reportable record of candidates. Use this list to ensure that you have completed all preparations BEFORE you being the Candidate Purge process.

• Review and understand your Internal Candidate Data Retention Policy.

• Define your key attributes, outside of the BrassRing system, for those candidates that you might need to purge.

  Note

  When candidates are purged from the system, the candidates are Deleted and the candidates are NOT RETRIEVABLE. Purge does not keep any reportable data of a candidate.

• Develop a list of attributes, related to your BrassRing configuration, for candidates that should be purged (criteria set). For example, look for candidates where no action has been taken for x years.

  • Candidate and HR status criteria

  • Date criteria (Used to exclude candidates that are found in the Candidate and HR Status Criteria section)

  • Report output fields

    Note

    Downloaded Purge Reports are ONLY available for 14 days. After 14 days, the report is deleted.

Process

Suggested Process

1. Review and understand your organizations Internal Candidate Data Retention Policy.

2. Define the key attributes, outside of the BrassRing system, for candidates that need to be purged.

3. Develop a list of attributes, or criteria set, related to your BrassRing configuration, for candidates that should be purged. For example, candidates where no action has been taken for x number of years.

   • Candidate and HR status criteria

   • Date criteria (Used to exclude candidates found in the Candidate and HR Status Criteria section.)

   • Report output fields

4. Run and review purge preview for accuracy and edit the purge criteria if needed. Rerun the purge preview report until the criteria is set for the purge.

   • The purged candidates varies depending on the frequency of the schedule and how long it takes to complete the purge.

   • The purge preview report is limited to 25,000 rows.

   • If there is a delay between when the purge preview is run and the purge is executed, it is possible that the purged candidates are different from the candidates on the preview report.

   • The Purge Preview Report fetches the oldest candidates for the batch that the system can delete on a First-in First-out basis. This means that the candidates are listed in the order in which they were added to BrassRing up to the 25,000 limit for a monthly schedule.

   • The Purge Preview Report might not be the final list of candidates that are purged when the purge is executed depending how big the time gap is between preview and running the purge. Instead the Purge Preview Report is used to validate that the right candidates are being identified by the criteria. For example;

     • There might be more than 25,000 candidates that meet the purge criteria, but these candidates are beyond the 25,000 limit the purge preview report can display.

     • Less candidates might be purged if candidates have been manually removed from BrassRing between the time the preview report is run, and the purge is run.

   • If 25,000 candidates are displayed in the purge preview report, it is recommended to add additional criteria to reduce the number of candidates in the report to less than 25,000. This ensures that the purge preview report is more reflective of the purge that is being carried out. For example, there might be candidates on the list that are not for purging, but not displayed on the report due to them being beyond the 25,000 limit.

   • It is recommended to create a DIT report with the Purge Preview criteria to view the list of candidates that would be purged at that time. After the purge is complete, it is the client's responsibility to remove or delete any DIT report that contains information of purged candidates.

   • The summary tab contains two counts.

     • [Candidates Selected] always matches the count of candidates on the second spreadsheet tab.

     • [Candidates that fit criteria] might display a greater count, even if it is greater than the maximum of 25,000 candidates, that could be selected for the preview type of report.

5. Run the purge with the defined criteria.

   • A purge report is sent out after the purge is completed. This includes the overall count of purged candidates.

Defining the Purge Criteria

1. Select Menu → Admin → Admin+ → Candidate Purge Criteria.

2. Select Add criteria set.

3. Enter the Criteria set name.

4. Select the Criteria as needed.

   • All the completed data criteria must be true in order for a candidate to be selected for purging.

   • Days back must be a positive integer in the range 60 - 9999.

   Some questions that can be asked when defining the criteria data set are:

   • Countries Do I want to set up purge criteria for candidates from one or more specific countries and exclude candidates from other countries?

   • Candidate Types Do I want to set up purge criteria for candidates with certain candidate types, such as external candidates?

   • Folders Which req folders do I choose? Select req folders in which the candidates are filed. Users might select only from folders they have access to within BrassRing. This list should not contain reqs in Pending, Approved, or Declined statuses.

   • HR Statuses Which HR statuses do I choose? Selections for this filter work in conjunction with the req and working folders selected. Select the current HR statuses of the candidates to be selected for purging who are contained in the req and working folders the Administrator selected. For example, the user might select candidates in the 0-filed status within the folders that are selected in the The candidates must belong to at least one of the following req folders criteria.

   • HR Statuses - Filter Which HR statuses do I exclude? Selections for this filter work independently of the req and working folders that are selected. Use this criteria filter to say do ont select candidates with these HR statuses from any req and working folders and then list the HR Statuses that should be excluded. The Administrator can highlight each status to be excluded in the list. For example, when the Administrator selects the Hired status the Administrator is instructing the purge to not select candidates in the Hired status status from any req and working folders.

   • Data Criteria Administrators should ask themselves if action X has happened in Y days. This is because if candidates meet all of the status criteria that are defined, they are selected for purging only if they also meet the selected data criteria.

5. Select the Purge operation type details.

   • Purge Preview Report allows Administrators to set up a schedule for testing the candidate data purge criteria before they set up a schedule for purging. Selecting this option produces the Purge Preview Report that lists the candidates that are to be purged if the purge is run. The information is sent to the report generator and placed in the scheduled processes queue and at the scheduled time, a report is produced.

   • Purge Candidates allows Administrators to purge candidates and all their data from their systems. When this option is selected, the information is sent to the report generator and placed in the scheduled processes queue; at the scheduled time the purge operation takes place.

     Note

     Once candidate data is purged, it is GONE and CANNOT be retrieved, so purge cautiously.

   • Partial Purge allows Administrators to schedule and complete an automatic deletion of sensitive information for candidates who meet the definition of inactive.

6. select Erase Talent Gateway profile with purge option when selecting candidate data for the report output. Selecting this option erases the candidate's data from the organization's BrassRing Talent Gateway during the purge. The check box is only available when Administrator's select Purge candidates and is selected by default.

7. Select Save.

Run a Candidate Purge

Note

It is highly recommended to run a purge preview report before the purge.

1. Select Menu → Admin → Admin+ → Candidate Purge Criteria.

2. Select the Criteria set, and select Schedule criteria set.

3. Insert the Frequency, notification distribution list and select Save.

Running a Partial Purge

The Partial Purge function provides a means to schedule and complete the automatic deletion of sensitive information for candidates who meet the definition of inactive, while leaving the candidate’s profile intact. It allows the organization dictate what candidate form field data is sensitive and therefore purgeable.

An inactive candidate is one who has not logged in to their account and no BrassRing user or recruiter has taken any action for some configurable number of days (for example, 365 or 720).

The Partial Purge form field attribute, in Workbench, determines whether the field’s contents eligible for being purged, unset, or otherwise deselected, depending on the field type.

The attribute appears on the second page of the Add new field/Edit field attributes workflow, for fields added to all four candidate form types (single per candidate, single per candidate per req, multiple per candidate, and multiple per candidate per req.

The Setting is available for the following field types:

• Check box (cleared but not disabled)

• Radio Button (deselected)

• Single-Select (set back to the default; recommended default state means that nothing is selected)

• Multi-Select (set back to the default; recommended default state means that nothing is selected)

• Date (cleared)

• Email Address (cleared)

• Numeric (cleared)

• SSN (cleared)

• Text (cleared)

• Text Area (cleared

Auto-fill Fields: If the original source field is defined as eligible for purging, the purge operation cascades to all the fields into which it is autofilled. The purge operation continues to operate the same way on autofill-to-autofill fields.