# ID-T05 — Data governance record: cancellation cases

Adrian Sutherland · Version 1.0 · September 2026  
© 2005–2026 Adrian Sutherland.

This fictional completed record illustrates a proposed arrangement and an
issue response. Its service checks remain unrun.

## Scope and use

- Information: I1 (Cancellation case record), held in ID-D1 (Shared case register).
- Intended use: resolve an internal cancellation and prepare a report of
  currently resolved cases at a stated cut-off.
- Design state: PROC-01 (Process-only proposal); the report can be a manual
  extract. SOFT-01 (Later software option) would automate selected steps.
- ID-DEF1 (Learner agreement definition) preserves the accepted alternative;
  R1 (Continuous ownership) retains a responsible person during correction.
- Booking confirmation has separate authority. Partner sharing is outside
  the first trial. Retention and access approval are required before real data.

## Responsibility

| Decision or activity | Accountable owner | Person doing the work | Authority and escalation |
|---|---|---|---|
| Meaning and significant change | Service owner | Data steward | Meaning or a new use returns to the service owner. |
| Definition maintenance and recurring errors | Service owner | Data steward | Steward investigates recurring ambiguity with the affected teams. |
| Individual record correction | Service owner | Current case owner | Correct within the agreed definition; escalate a disputed agreement. |
| Access, recovery and disposal | Service owner | Register administrator | Apply the approved policy; unresolved policy prevents real-data use. |
| Derived output and consumer notification | Service owner | Reporting lead | Identify affected reports; correct or withdraw them and notify recipients. |

## Controls and lifecycle

- Check that agreement names the same alternative as confirmation, one owner
  is current and a resolved case meets its definition. A failed check retains
  an owner and next action; it cannot silently count as a valid resolution.
- Limit case access to authorised service roles and the information needed
  for their purpose. Keep the report's recipients and access decisions recorded.
- Retain case version, reporting cut-off, calculation rule and output edition
  so the reporting lead can identify an affected extract.
- Retention period and disposal approval remain open. The owner must settle
  the purpose, trigger, period, holds and review before real records are used.
- Include exported files and backups in that decision. A later search index
  or assistant must apply withdrawal and access changes to its derived material.
- A future managed service must support the agreed recovery, disposal and
  exit requirements; these have not been tested with a supplier.

## Change or issue

- Hypothetical finding: acceptance was entered against alternative B when
  the recorded interaction concerned alternative A. A report counted the case
  as resolved using confirmation of B.
- The current case owner verifies the source, corrects the agreement with a
  reason and reopens the case pending matching confirmation.
- The reporting lead identifies affected report editions, marks the affected
  result as withdrawn, prepares a corrected result and informs recipients.
- The steward checks whether other entries share the error. A problem with
  the field or definition goes to the service owner for a controlled change.
- Recovery: retain the correction trail under the approved retention policy;
  mark uncertain outputs and keep an owner while reconciliation is pending.
- Learner agreement and continuous ownership remain agreed. Review at the
  trial's scheduled review, or sooner if another affected use is discovered.

## Checks and results

| Proposed check | Expected result | Actual observation, date and version | Accepting person and next action |
|---|---|---|---|
| Correct agreement after a report cut-off | Case reopens; affected report is identifiable, withdrawn or corrected, and recipients informed. | Unrun; use synthetic cases. | Service owner with reporting lead. |
| A person loses case access | Access ends for the register and applicable derived views; retained copies are handled under the approved policy. | Unrun. | Service owner with administrator. |
| Restore a backup containing expired records | Reapply disposal and access decisions before service use resumes. | Unrun; policy and recovery procedure still needed. | Service owner with administrator. |

Measure elapsed correction time, repeat errors and effort spent agreeing or
escalating decisions when the trial runs. No performance improvement is claimed.

## Edition and reuse

Refreshed for the September 2026 website update. The fictional example was
added in 2026. Keep the accompanying [edition note](edition.md), source version
and change history with adaptations.