Oxcyon Document Destruction Policy

Oxcyon Document Destruction Policy for Centralpoint Installations

Purpose: This policy establishes guidelines for the handling and destruction of sample records and demonstration files used during the development and deployment of new portals or enterprise solutions within the Centralpoint platform. The objective is to ensure the secure and complete removal of all temporary or sample data to maintain system integrity and client confidentiality.

Scope: This policy applies to all Oxcyon employees, contractors, and third-party partners involved in the creation, testing, validation, and deployment of Centralpoint instances, including development, staging, and production environments.

Policy Statement

1. Use of Sample Records:

   • Sample files, records, and demonstration content are utilized exclusively by Oxcyon during initial development to simulate and validate platform functionality. Examples include:

     • Content entry testing.

     • File upload and download simulations.

     • Document scanning and indexing.

     • Search functionality validation.

   • These files are intended solely for internal use and do not reflect actual client or production data.

2. Mandatory Data Deletion Protocol:

   • Before initiating the formal build-out of any new Centralpoint environment (development, staging, or production):

     • All sample records and demonstration files used during testing or validation must be securely and permanently deleted from the system.

     • This includes files uploaded by Oxcyon personnel or generated through automated testing routines.

3. Global Deletion Process:

   • A global deletion of all records in the system is required prior to proceeding with the next phase of development or deployment. This ensures:

     • Removal of test data used during the initial configuration phase.

     • A clean and secure environment for subsequent stages.

4. Destruction Methods:

   • All deletions must use methods that ensure complete eradication of records from all environments:

     • Development environment.

     • Staging environment.

     • Production environment.

   • Deletions must be verified to prevent accidental retention of any sample or demonstration data.

5. Validation and Documentation:

   • Upon completion of data destruction, Oxcyon personnel must:

     • Verify that all environments are cleared of sample data.

     • Document the deletion process in the project log, including:

       • The date and time of deletion.

       • The responsible personnel.

       • A confirmation that the system is free of non-production data.

6. Client Data Protection:

   • No client-provided data will be uploaded into the system until the sample data deletion process has been completed and validated.

   • This ensures client data integrity and eliminates any risk of contamination with testing files.

Compliance and Enforcement:

• Responsibilities:

  • Oxcyon project managers are responsible for ensuring adherence to this policy during the lifecycle of all Centralpoint installations.

  • Quality assurance teams must confirm compliance as part of their testing protocols.

• Audits:

  • Regular audits will be conducted to ensure adherence to this policy and to verify that all environments are cleared of sample data prior to deployment.

• Non-Compliance:

  • Failure to adhere to this policy may result in disciplinary action, up to and including termination of employment or contract.

Effective Date: This policy is effective immediately and applies to all ongoing and future Centralpoint projects.

Approval: This policy has been reviewed and approved by Oxcyon’s Executive Leadership.

Review Cycle: This policy will be reviewed annually or as needed to ensure continued relevance and effectiveness.

Amendment: Effective Date: November 20, 2024

As of the effective date, partial deletions of sample records per module will no longer be acceptable. All deletions must include full removal of all sample records, including any archives (previously deleted) from demonstrations or internal testing globally. This amendment ensures comprehensive data clearance across all environments to uphold system security and maintain best practices in data integrity.