--- id: v12-keep-data-clean-and-get-it-out slug: keep-data-clean-and-get-it-out sequence: 13 title: "Keep the data clean and get it out" url: https://etiscope.com/support/guide/keep-data-clean-and-get-it-out/ video_state: draft video_duration_seconds: 168.555 video_url: https://media-etiscope.jointaction.cloud/lessons/keep-data-clean-and-get-it-out/9195b20f362a113684246da4fc0a865f3fbd97c5417aae2b5e3b4525a171ed48/video.mp4 captions_url: https://media-etiscope.jointaction.cloud/lessons/keep-data-clean-and-get-it-out/9195b20f362a113684246da4fc0a865f3fbd97c5417aae2b5e3b4525a171ed48/captions.vtt --- # 13. Keep the data clean and get it out A little regular housekeeping keeps everything you see in Etiscope reliable. Here you'll fix a filing error across a month of records in one action, send a scoped extract to another system, and find the anonymisation allowance so you can answer questions about redaction quickly. **Before this lesson:** 2. Set up your organisation, users and categories (https://etiscope.com/support/guide/set-up-organisation/) ## What you'll be able to do The learner can correct a filing error across a filtered set in one action, produce a scoped CSV extract, choose archive over trash, and find the anonymisation allowance that explains a refused redaction. - [filter-before-batch] Filter first and read the selection count, because the selection — not the filter — is what gets edited, and the list loads a hundred at a time. - [batch-edit-relations] Batch-edit the relation fields — work task, work area, site, job, shift, business unit — across a selected set, then spot-check. - [export-scoped-csv] Export a list as CSV with chosen, ordered columns, using the dialog's preview to confirm the scope before saving. - [archive-versus-trash] Choose archive for what is superseded but true, and trash only for what should never have existed. - [read-anonymisation-allowance] Read the month's anonymisation allowance, and know that usage is reserved when a video is queued rather than when it finishes. ## Video - MP4: https://media-etiscope.jointaction.cloud/lessons/keep-data-clean-and-get-it-out/9195b20f362a113684246da4fc0a865f3fbd97c5417aae2b5e3b4525a171ed48/video.mp4 - Captions (WebVTT): https://media-etiscope.jointaction.cloud/lessons/keep-data-clean-and-get-it-out/9195b20f362a113684246da4fc0a865f3fbd97c5417aae2b5e3b4525a171ed48/captions.vtt - YouTube (secondary): https://www.youtube.com/watch?v=PsN9wEl9qrE **Chapters:** 0:00 Batch edit · 0:59 Exports · 1:44 Archive and trash at volume · 2:00 Redaction administration ## The lesson ### Batch edit When a filing error repeats — a month of assessments under the wrong work area — fix them together rather than one at a time. **Start by filtering the assessments list to exactly the records that need fixing, and check the chips before you make any changes.** Filtering first is what keeps the next step safe — a batch edit on a set you haven't checked can turn twenty errors into thirty. Now choose **Select assessments**, then **Select loaded assessments**. It's worth reading that label carefully. It selects what the list **has loaded**, and the list loads a hundred at a time. The selection bar shows how many records it's holding, and that number — rather than the filter — is what gets edited. If your filtered set is larger than the bar says, narrow the filter and do it in passes. Then choose **Edit**. You can set the work task, work area, site, job, shift or business unit across every selected record at once. On a large selection the dialog shows a summary step first — the field, its new value and the record count — so take a moment to read it before you continue. Apply it, then spot-check a couple of records to confirm the change landed. > **Figure** — Select loaded assessments: up to 100 at a time > **On screen** — Work task · Work area · Site · Job · Shift · Business unit > **Watch out** — A category ticked with no value writes None to every selected assessment ### Exports Every category screen exports its list as CSV, and the assessments list exports too. This is how Etiscope data reaches your safety management system, your reporting, or a spreadsheet. **Set the filters first: the export takes the scope you're looking at.** **Export data** opens with the columns down one side and a preview of the rows beside them. Remove any columns you don't need, drag the rest into the order the receiving system expects, and check the preview — it shows the records that will be written, so you can *see* the scope for yourself. Then **Save CSV**. The app's reports come from the app rather than the dashboard. Summary assessment, Detailed assessment, Task demands and combined reports are produced in the app, per assessment. The dashboard downloads basic PDF reports, as a ZIP, for up to 15 selected assessments at a time, so if you're looking for the full reports, you'll find them in the app. > **Definition** — Need PDFs? Select up to 15 assessments and choose Download basic reports (ZIP) > **Definition** — Default columns include work task, site, the scores and key contributing factors ### Archive and trash at volume Archive and trash work from the list too, not just one record at a time, so it's worth taking a little extra care with them. Archive what is superseded but true. Trash what should never have existed. **If you're unsure, archive.** It's reversible housekeeping rather than deletion, and an archived record can come back when someone asks about the year before the workstation changed. ### Redaction administration Redaction blurs faces in assessment video so footage can be shared more widely. It's an administrator action on the assessment's menu, and **it's metered**. **Settings**, then **Organization**, shows the month's allowance — the screen calls it anonymisation — as minutes used against your limit. The line under it answers the most common question about this feature: **usage is reserved when a video is queued, not when it finishes.** So if a redaction is refused, it usually means the month's allowance is already committed rather than that anything has failed. This screen is the first place to check. Redaction helps share footage more safely. Who footage may be shared with is still your organisation's decision — Etiscope makes a version that's safer to circulate, and you decide where it goes. Clean records in, clean extracts out. That's what keeps everything else in Etiscope reliable. > **Definition** — Usage is reserved when a video is queued, not when it finishes ## Mistakes that matter - Batch-editing a set that wasn't filtered correctly. The filter is your safety check, so confirm it before you edit. - Trashing instead of archiving. Superseded isn't the same as wrong, and only wrong records belong in the trash. - Assuming the dashboard produces the app's reports. Summary, detailed, task demands and combined reports come from the app; the dashboard exports CSV, chart PNGs and basic PDF reports. ## Not covered here - Creating the structure and importing lists in the first place — see lesson 2, Set up your organisation, users and categories (https://etiscope.com/support/guide/set-up-organisation/) - Saved views and the stats charts — see lesson 12, Monitor the program in the dashboard (https://etiscope.com/support/guide/monitor-the-programme/) - Reviewing and correcting a single assessment — see lesson 8, Review assessments in the dashboard (https://etiscope.com/support/guide/review-assessments-in-dashboard/) **Next lesson:** none — this is the end of the guide.