Data, history and exports
How census history, reporting history, audit records and exports behave; what happens to data on account termination; and which retention decisions are still awaiting owner policy.
- Document version
- 1.0
- Last updated
- 2026-09-08
- Document owner
- OWNER INPUT REQUIRED — DOCUMENT GOVERNANCE
- Applies to
- OCRS 2.4.0 (multi-tenant hosted edition)
- Status
- Approved
- Audience
- Procurement teams, State agencies, Provider organizations, Technical evaluators
- Evidence source
- Running application (census history, audit records, export generation)
Implemented behaviour
| Subject | Implemented behaviour |
|---|---|
| Census history | Append-only. Each submission records the reporting date, the figures, the submission time and the submitting user. Submissions are not editable or deletable from the application; a correction is a new submission for the same date and the earlier entry is retained as superseded. |
| Reporting history | The timeline of submissions for a facility, showing current and superseded entries so any past reported figure can be reproduced. |
| Audit records | Sign-ins, census submissions, administrative changes, role assignments and extract generation are written to an append-only audit record that the application provides no means to edit or delete. |
| Corrections and versioning | Corrections are additive, never destructive. The extract for a reporting period is generated from the records on file and then locked. |
| Exports | Reporting extracts are generated on demand and on the configured schedule in the published CSV format, with spreadsheet and PDF review artifacts produced from the same records. Every delivery attempt, its recipients and its outcome are logged. |
| Data retrieval | A customer may generate and download the extracts and reports for its own organizations and facilities at any time while the account is active, within the scope of the requesting user's role. |
Note: "Append-only" here describes the application's behaviour: OCRS provides no interface or API to edit or delete a submission or an audit entry. It is not a statement about the underlying storage layer, and it is not a claim that records are permanent.
Retention, archival and deletion
OWNER INPUT REQUIRED — DATA RETENTION POLICY
No retention period, archival schedule or deletion timetable has been formally established for census history, reporting history, audit records or generated extracts. OCRS therefore publishes none — no duration is asserted, and nothing is described as permanent. This document must be revised once the owner approves a retention policy.
OWNER INPUT REQUIRED — ACCOUNT TERMINATION AND DATA RETURN
The process and window for data return, export and deletion following account termination has not been approved. Termination handling for a specific deployment is governed by the applicable customer agreement rather than by this public document.
Version history
This document covers a change-managed subject, so every substantive change is versioned with its effective date and the audience it affects.
| Version | Effective date | What changed | Affected audience |
|---|---|---|---|
| 1.0 | 2026-09-08 | First published data, history and export behaviour. | All audiences |