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Managing Form Submissions

Managing Form Submissions

This Best Practice guide regarding the management, retention and archiving of form responses.

Email notification of submissions

The Forms module allows email notification of a submitted form to be forwarded to internal or external recipients, if required. In addition, a copy of this email may be forwarded to the respondent. However, the Information Commissioner considers transmission of personal information via email to be Data Proectection breach and an information security risk:

If you send a sensitive email from a secure server to an insecure recipient, security will be threatened. You may need to check that the recipient’s arrangements are secure enough before sending your message.

As a result, it is strongly recommended that clients review email configuration settings for forms.

The Forms page element contains settings for the notification email. Note that the default settings is to exclude the form contents from the email body. Alternatively, the Form Details interface contains an option to prevent the form sending any email notification. 

Managing Form Responses

The Data Protection Act states that:

Personal data processed for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

Clients should refer to the relevant internal Information Retention Policies in regard to personal information. In addition, it is strongly recommended  that clients monitor the overall size of the SQL Database and backup requirements to confirm these do not exceed hosting restrictions regarding maximum hard drive usage. 

In the light of these two factors, it is expected that Easysite is not utilised for the long term storage of personal information. Administrators should export, archive off-line and delete forms responses on a regular basis. Note that Easysite also incorporates a dedicated tool for purging any attachments submitted via the Forms module.

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