TPS and managing phone numbers

Jenny Lindvall · March 2018

Hi all,

My first post so let me know if I break any guidelines or etiquette along the way!

As we're preparing for GDPR I'm wondering how people are using the phone fields for auditing purposes.

We're not yet on NXT (but will be in the next couple of months), so in RE 7 we're working out the best way of storing all information we may need to track, and phone numbers seem to be a particular headache in that there's no longer a specified 'Info Source' field related to a phone number, so the comments field seems to be the only way to records this, as well as date recorded, TPS details, and whatever else you want to note down.

So, where/how do others note down where and when a number is sourced from and whether it's TPS registered?

How do you use the comments field, vs DNC, and primary/inactive tickboxes?

Any insights very welcome!

Many thanks,

Jenny

Alan French · March 2018

We have TPS versions of our phone types, so in addition to "Home Phone", "Mobile" etc. we also have "TPS Home Phone" and "TPS Mobile" (as a prefix rather than a suffix in order to make it more obvious, as the width of the phone type field is adjustable which means the end of long phone type names are often obscured).

It's not a perfect setup but it does allow us to easily exclude those numbers from queries and exports if required.

Jenny Lindvall · March 2018

Thank you very much for your response Alan - this could very well be something that we take on. It eliminates one element of all the information we're currently trying to cram into the comments field, and like you say, query on this attribute as well.

Can I also ask you a follow up question - how do you track information sources for phone numbers? Especially pertinent with GDPR as how do we demonstrate that the number has been given to us by the constituent, for example.

TPS and managing phone numbers

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