Purpose Statement

This feature enables Fire/EMS personnel to permanently delete apparatus records from the First Due system when apparatus are no longer needed in the system and complete data removal is required.

Background Information

Deleting an apparatus is a permanent and irreversible action that completely removes the apparatus record and all associated data from the First Due system. This action is fundamentally different from archiving, which preserves historical information while removing apparatus from active status.

Apparatus deletion should only be considered in specific circumstances where complete data removal is required, such as correcting data entry errors for apparatus that were never actually in service, removing test records, or complying with specific data management requirements. In most cases, archiving is the preferred method for removing apparatus from active status while preserving valuable historical information.

Deletion is permanent and irreversible. All apparatus data will be completely removed from the system and cannot be recovered.

Required Permissions

To delete apparatus records, users must have:

• Apparatus Overview: Allow
• Equipment: Read, Update, Create, Delete (for managing apparatus-related equipment)
• Apparatus List Saved Views: Read, Update, Create, Delete (for apparatus list management)
  
• Apparatus Read:  Read, Update, Create, Delete
• High-level administrative permissions (as apparatus deletion is typically restricted to senior administrators)

Video

Step-by-Step Guide

1. Click on Apparatus List in the Assets module

2. Locate the Apparatus to be deleted

3. Click on the delete icon

4. Click on Confirm

A message appears stating the delete action was successful

Multiple Apparatus may also be deleted in a bulk operation

5. Click on the box for each Apparatus to be deleted

6. Click on the delete icon to the left of the Actions button at the top of the Apparatus List

7. Click on Confirm

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Best Practices

Pre-Deletion Assessment:

• Verify that deletion is truly necessary rather than archiving, which preserves historical data
• Ensure all valuable historical information has been documented elsewhere if needed
• Review with relevant departments (maintenance, operations, administration) before proceeding

Authorization and Documentation:

• Establish clear authorization protocols requiring senior administrative approval for apparatus deletion
• Document the reason for deletion, including date, authorizing personnel, and justification
• Create a formal apparatus deletion policy that specifies when deletion is appropriate versus archiving
• Maintain records of deletion actions for audit and compliance purposes

Alternative Options:

• Consider archiving instead of deletion to preserve historical information while removing from active status
• Evaluate whether updating apparatus status rather than deletion might meet operational needs
• Review options for transferring apparatus to different organizational units rather than deletion
• Assess whether the apparatus record could be modified rather than completely removed

Troubleshooting & FAQs

Common Issues:

Q: I accidentally deleted an apparatus. Can it be recovered? A: No, apparatus deletion is permanent and irreversible. The apparatus record and all associated data are completely removed and cannot be recovered through any system function.

Q: What's the difference between deleting and archiving an apparatus? A: Deletion permanently removes all apparatus data from the system, while archiving preserves all historical information but removes the apparatus from active status. Archiving is typically the preferred method.

Q: I don't see the delete option. Why not? A: Delete permissions are typically restricted to senior administrators. Contact your system administrator if you believe you need delete access for apparatus records.

Q: What happens to equipment and inventory assigned to a deleted apparatus? A: Check with your administrator about how equipment and inventory assignments are handled when apparatus are deleted. This may vary based on system configuration.

Q: Should I delete or archive old apparatus? A: In most cases, archiving is preferred as it preserves valuable historical information while removing apparatus from active status. Deletion should only be used when complete data removal is specifically required.

Technical Issues:

• If deletion fails or produces errors, contact your system administrator immediately
• For questions about deletion permissions, verify your user role and contact your administrator
• Report any unexpected behavior during the deletion process to technical support
• Ensure proper network connectivity during deletion to prevent incomplete or failed deletions

Additional Considerations

When to Delete vs. Archive

Deletion should only be used in specific circumstances such as correcting data entry errors, removing test records, or complying with specific data management requirements. In most operational scenarios, archiving is the appropriate choice as it preserves valuable historical information while removing apparatus from active status.

Data Recovery and Backup Implications

Once an apparatus is deleted, it cannot be recovered through any system function. Organizations should ensure that any critical information is properly backed up or documented elsewhere before proceeding with deletion. Consider whether the information might be valuable for future analysis, compliance, or operational planning.

Organizational Policy Development

Develop clear organizational policies that specify when apparatus deletion is appropriate, who has authorization to perform deletions, and what documentation is required. These policies should distinguish clearly between scenarios requiring deletion versus archiving.

Audit Trail and Compliance

While the apparatus data is deleted, maintain administrative records of deletion actions for audit and compliance purposes. This should include information about who authorized the deletion, when it occurred, and the justification for choosing deletion over archiving.

System Integration Impact

Consider how apparatus deletion might affect integrations with other systems, reporting functions, or historical trend analysis. Ensure that removing apparatus data will not negatively impact other operational or analytical functions that may depend on historical apparatus information.

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