Records and portability

A department's records are its own. Its officials can take a records package from Bugle at any time, in formats any computer can read, without asking us; what it leaves out is listed below, with how each is had.

The records package

From the department’s Records page, its administrator or certifying official downloads one zip file holding:

Sources: every guideline, procedure, agreement and rule the department gave, whether it was approved for study and testing, and its file’s SHA-256, so the copy the department keeps can be matched.
Job analysis: every duty and task and the standard it came from, every study with its method, duties and approval, and every rating every subject-matter expert gave.
Processes: every promotional process with its rules, parts and weights, every published form with its content hash and pass mark, and its blueprints, plus the department’s tier of each Promotional Process Record, as data.
The item bank’s metadata: each question’s type, standing, the task it tests and the source it cites.
Certification: every eligibility list, who certified it and under what authority, and every entry by name and by candidate code.
The audit record, hash-chained, with what it takes to check it from the file alone.

Formats

CSV (RFC 4180, UTF-8) for tables, readable by any spreadsheet.
JSON for structured records, each file with a JSON Schema that describes it.
JSON Lines for the audit record, one event per line.
A README that explains every file, and a manifest with every file’s size and SHA-256.

What is not in it, and how each is had

The questions, their options and their keys: examination content leaves only in the secure item appendix, process by process, to the officials entitled to it, once nobody is left to sit it.
Candidates’ answers and written or in-basket responses: each candidate’s are in their appeal packet; the complete set is exported by Bugle on request under the contract.
Scores by sitting, and assessors’ ratings and notes: set out in each Promotional Process Record and its independent review package; the complete set on request under the contract.
Simulation run records and recordings of spoken answers: kept under the department’s retention schedule, and exported by Bugle on request under the contract.
Appeal files, accommodation records, irregularity reviews and notices sent: each appeal’s packet exports on its own; the rest on request under the contract.
The access record, and retention rules, holds and disposals: on the Access record and Records screens; exported on request under the contract.
The uploaded source files: the department already holds them; each is named with its SHA-256.

When a contract ends

Bugle’s contracts commit it to a complete export on request at any time, and within thirty days of the agreement ending for any reason, in a form the department can use without Bugle’s continued involvement or continued existence. Records are kept under the department’s own retention schedule until it directs otherwise in writing.

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