Can I Anonymise or delete records in bulk?

The steps below provide you with information on how to Anonymise Information records in bulk. This applies to Landlords, Applicants/Tenants, Contractors and Guarantors, to comply with GDPR legislation.

Anonymising a record strips all the contact information from the record to maintain the integrity of the database. However, Accounts information cannot be deleted.

If you would like to anonymise several records in one go, you can do this by viewing a list of records who meet the criteria to anonymise, then selecting all or some of the contacts before continuing with the anonymisation.

This article includes: 

• Criteria to Anonymise
• Bulk Anonymise or Delete

Criteria to Anonymise

The Anonymise icon on the toolbar will only be active if the following criteria are met.
For more information on Why can’t I Anonymise a record, click here

• There must not be any accounts within the past 7 years
• Records must be a Status of Archived
  For more information on How do I archive records, click here
  • Landlords and Contractors need to be archived before they can be Anonymised
  • Applicants/Tenants can be a Status of Archived or Expired
  • Guarantors use the Applicant/Tenant Status
• The user must have the relevant Security clearance in their Password settings

Bulk Anonymise or delete

1. Click Miscellaneous on the main toolbar
2. Click Anonymise on the dropdown menu
3. Click Anonymise Information on the dropdown menu
4. Anonymise Records displays. Each tab identifies a group of contacts, which meets the criteria.
   Tick each contact you want to Anonymise
5. Click Next
6. Records Anonymise displays a list of the contacts you selected. Click Anonymise
7. A Warning message appears prompting you to confirm
   1. This means a backup of the information is taken and can be recovered within 7 days if required
   2. After 7 days, it will be PERMANENTLY deleted and there will be no way to retrieve it
8. Click Yes to confirm

When a record is Anonymised, all information is retracted.

The Anonymise icon on the toolbar will enable you to delete the Information record, providing you have the required permissions in your Password Security.

The Anonymised record will be recorded in the History Log showing the event details.

At any time after the 7 day period, you can Relocate Redundant Files for your Anonymised records. Any physical files, e.g. Invoices, Receipts, Statements and linked documents relating to Anonymised records, will be moved from the main CFPwinMan data path to a folder named Relocated Files.
For more information on Recovering and relocating redundant files for Anonymised records, click here