Description
The following document will outline the reasoning for a TeleTracking De-Identified Database Request, how the request will be completed, and the responsibilities of the involved parties.
Background
To enhance the overall user experience with the Capacity IQ®/Capacity Management Suite® and Data IQ® applications, TeleTracking may contact clients to request a De-Identified Backup of the client’s database. This backup copy will be used by our teams to verify performance enhancements and new features for the applications.
Project Initiation
TeleTracking will contact the client's Product Owners at the respective site. This communication will be initiated by either the client's TeleTracking Technical Account Manager (TAM) or a TeleTracking Technical Support representative. The client's TeleTracking Product Owner or Administrator will receive documentation outlining the process, which can then be shared with the relevant parties at the client's site. Upon approval of the De-Identification request, an internal TeleTracking project request will be submitted, leading to the creation of a TeleTracking Project. Following Project creation, a TeleTracking Technical Project Manager will engage with the client to commence the planning process.
Project Processes
De-Identification
TeleTracking has developed a script that will complete the following tasks against critical data in a standalone copy of the Production XT and XTArchive databases. After this script is run we will seek to validate the success of the De-identification with the the client.
PHI and PII
Update to a SHA2_256 Hash Value. This hash’s length is then reduced down to fit into the column’s data size.
Enterprise Names and Campus Names
Are changed to remove any trace of where this database originated.
Server Names / Workstation names / Integration endpoint / IP addresses
Will be updated with a place holder.
Database Backup Transfer Process
The database copies will be backed up to an Azure Storage Account via a SQL Agent job. TeleTracking will provide the client’s database administrator a Shared Access Token to the dedicated container where this database will be stored.
Storage Token
The Shared Access Token will be generated with the signing of an Account Key. Listed below are the characteristics of this Shared Access Token.
Shared Access Token will be controlled by a Shared Access Policy.
HTTPS will be the only allowed protocol to transfer.
Will be restricted to the client’s IP Range.
Token will expire after a designated timeframe. The duration will be based off of the duration of the client’s backup job with an hour or two added.
Shared Access Token will have the least possible privileges assigned.
Prerequisites to Transfer
SQL Credential
Required credential that will use the Shared Access Token.
SQL Agent Job
Required to perform a one-time backup / transfer of the De-Identified XT and XTArchive Databases to the Storage Account.
After the databases are successfully backed up, the Shared Access Policy will be terminated rendering the Shared Access Token unusable. The De-Identified Databases, SQL Credential, and SQL Agent Job can then be deleted by the client’s database administrator.
If you wish to access additional details concerning Shared Access Tokens and Backup URLs, please refer to the following Microsoft articles.
Required Resources for Project
Client Side
Product Owner (PO)
Database Administrator (DBA)
TeleTracking
Technical Project Manager (TPM)
Solution Engineer (SE)
Database De-Identification Project Plan
The following section outlines the steps that will be performed and the responsible parties.
| Owner | Steps |
1 | TPM | Kickoff Meeting - Discuss project with all involved parties. Timeline is decided on for project milestones, calls and deliverables. |
2 | DBA | Database Copies - Client DBA restores a backup of the XT and XTArchive database as a standalone database to the XT Test SQL Server. |
3 | SE | De-Identification - TeleTracking SE executes De-Identification Scripts against restored XT and XTArchive databases. |
4 | SE, PO, DBA | De-Identified Database Review - Follow-up call to validate the De-Identified Databases meet discussed criteria for client sign off and database backup and transfer initiation. |
5 | SE | Shared Access Token generation - Shared Access Token and instructions are provided to the client DBA via a Keeper Record. |
6 | DBA | Backup / Transfer - Performs the actions below and informs TeleTracking SE when the job is successful.
|
7 | SE | Backup / Transfer confirmation - Confirms that the backup was successful and no issues are identified. If no issues are encountered, TeleTracking SE then deletes Shared Access Policy to terminate token access. |
8 | DBA | Clean up - Client DBA can delete the generated objects for the project.
|
9 | TPM | Project Close - TPM closes the project. |