TCM0152120 - Notes - recording and viewing: Household Notes - deletion (AG)
To delete Household Notes, consider steps 1 to 6.
Note: Notes in the following categories must only be deleted by staff who work in those areas
- Appeals, Complaints, Complex Case, Compliance, Debt Recovery and Payments.
Step 1
Use Function MAINTAIN HOUSEHOLD NOTES to determine which notes are no longer relevant
- go to the Maintain Household Notes screen for the claim you require
Step 2
To create space within the tax year-based notes, select the oldest note that’s no longer relevant for the required tax year. For further information on when notes can be deleted, use TCM0152100
- select the note you want to delete
- select [Details]. You will be taken to the View Note Details screen
- select ‘Alt’ and ‘Print Screen/SysRq’ together on your keyboard to copy the screen
- open a blank Word document
- right click the mouse, select ‘Paste’, then select ‘Print’
- minimise the Word document
- in the View Note Details screen, select [Cancel]. You’ll be taken back to the Maintain Household Notes screen
- select [Delete]. The message ‘Are you sure you wish to delete this entry?’ will display
- select [Yes] in the message box
- repeat all of the above for the ten oldest notes that are no longer relevant
Note: If you’re unable to delete ten notes because they’re still relevant, you should delete as many as you can. - select [Add Note]. You will be taken to the Add Note screen
- select ‘General’ from the Category drop down menu
- enter ‘TCMZ PREVIOUS NOTES @ STORES’
- select [OK]. You’ll be taken to the Maintain Household Notes screen
- select [OK]
then - go to Step 6.
Step 3
To create space within the retained notes, you can either remove the retained marker (so the note becomes tax year-based) or delete the note.
Note: For further information on when notes can be deleted, use TCM0152100.
- If you want to remove the retained marker, go to Step 4.
- If you want to delete a retained note, go to Step 5.
Step 4
If you want to remove the retained marker
- select the oldest note that no longer needs to be retained
- select [Amend]. You’ll be taken to the Amend Note screen
- select the Retained Note checkbox to remove the tick
- select [OK]. You will be taken back to the Maintain Household Notes screen
Note: Removing the retained marker will place the note within the appropriate tax year. This is determined by the event date.
Note: You must only remove the retained marker from a note that you, or someone from your work area, has entered. Don’t remove the signal from a note entered by another work area without first checking with the originator.
Note: Ask your manager if you’re unsure if the retained marker should be removed or if the entire note should be deleted. - select [OK]
- take no further action.
Step 5
If you want to delete a retained note
- select the note you want to delete
- select [Details]. You will be taken to the View Note Details screen
- select ‘Alt’ and ‘Print Screen/SysRq’ together on your keyboard to copy the screen
- open a blank Word document
- right click the mouse, select ‘Paste’
- minimise the Word document
- in the View Note Details screen, select [Cancel]. You’ll be taken back to the Maintain Household Notes screen
- select [Delete]. The message ‘Are you sure you wish to delete this entry?’ will display
- select [Yes] in the message box
- repeat all of the above for the ten oldest notes that are no longer relevant
Note: If you’re unable to delete ten notes because they’re still relevant, you should delete as many as you can.
Note: You must only remove the retained marker from a note that you, or someone from your work area has entered. Don’t remove the signal from a note entered by another work area without first checking with the originator.
Note: Ask your manager if you’re unsure if the retained marker should be removed or if the entire note should be deleted. - once you’ve copied and pasted all of the notes you are deleting into the word documents, select ‘Print’
- select [Add Note]. You will be taken to the Add Note screen
- select ‘General’ from the Category drop down menu
- enter ‘TCMZ PREVIOUS NOTES @ STORES’
- select [OK]. You’ll be taken to the Maintain Household Notes screen
- select [OK]
then - go to Step 6.
Step 6
Send the printouts to remote storage. Follow the guidance in TCM0074140.