An important characteristic of quality systems is their ability to maintain the accuracy, completeness, and consistency of the data stored in them. One aspect of data integrity is called referential integrity, which means that the system cannot delete any item that is referenced by any other item. Because controlled documents and their relationships to other items are such integral parts of the quality system, documents can be deleted from Grand Avenue only if doing so has no impact on data integrity.
The only documents eligible to be deleted from Grand Avenue are those displayed on the Import Documents page.
Imported documents may be edited or deleted using the Import Documents page up until they are referenced by other items in Grand Avenue.
Once imported documents have been referenced, they are automatically removed from the Import Documents page.
Example Import Documents page:
If all references to an imported document can be removed, that document will once again appear on the Import Documents page and be eligible to be deleted. Once an imported document is referenced by closed records, it can never be deleted.
Examples:
If an imported document is… | The imported document may be eligible to be deleted if… | The imported document can never be deleted once… |
|---|---|---|
included in a change request | it is removed from the change request. | the change request is released. |
assigned as a training requirement | the training requirement is removed. | it has completed training records. |
attached to an audit as a resource reviewed | the resource reviewed is removed from the audit. | the audit is closed. |
attached as documentation for a design project deliverable | it is removed from the design project. | the design project phase is closed. |