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In addition to auditing changes to data values, you can audit changes to data dictionaries.
22.2There is no longer an Option to set up a Data Dictionary audit. VA FileMan makes an audit trail of all changes made to all data dictionaries. Changes to the definitions of fields in the file are audited. Fields in Subfiles are audited, too. Changes made to the definition of the file, using the Edit File option, are not audited. The changes are recorded in the DD AUDIT file (#.6).
To see what changes were made to the data dictionary, use the Inquire to File Entries or Print File Entries option and identify the DD AUDIT file (#.6) as the file of choice. The Data Dictionaries Being Audited option is just used to display a list of data dictionaries being audited; it doesn't include the changes made to audited data dictionaries. The following dialogue is an example of how to identify the changes made to a data dictionary:
Select OPTION: INQUIRE TO FILE ENTRIES
OUTPUT FROM WHAT FILE: .6 DD AUDIT
AUDIT FROM WHAT FILE: PATIENT
Select PATIENT SUB-FILE:
NOTE: You only see the "SUB-FILE" prompt if the file contains a Subfile. To display audit information for the Subfile, specify it here.
Select PATIENT DD AUDIT: ?
ANSWER WITH ZZPT DD AUDIT NUMBER, OR FIELD NUMBER, OR DATE
UPDATED, OR USER
CHOOSE FROM:
1 2 02-20-90 PROGRAMMER,SYSTEMS
2 3 02-20-90 PROGRAMMER,SYSTEMS
The entries in the DD AUDIT file are identified by the field number (2 and 3 in this example), the date of the change (02/20/90 for both entries), and the person making the change (PROGRAMMER, SYSTEMS for both).
Select PATIENT DD AUDIT: 1
ANOTHER ONE: 2
ANOTHER ONE:
STANDARD CAPTIONED OUTPUT? YES//
DISPLAY COMPUTED FIELDS? NO//
NUMBER: 1 FIELD NUMBER: 2
TYPE: EDIT DATE UPDATED: FEB 20, 1990@17:54:36
USER: PROGRAMMER,SYSTEMS ATTRIBUTE NAME: LABEL
ATTRIBUTE NUMBER: .01 FILE NUMBER: 999000
OLD VALUE(S): DATE OF BIRTH NEW VALUE(S): DOB
NUMBER: 2 FIELD NUMBER: 3
TYPE: EDIT DATE UPDATED: FEB 21, 1990@11:54:03
USER: PROGRAMMER,SYSTEMS ATTRIBUTE NAME: LABEL
ATTRIBUTE NUMBER: .01 FILE NUMBER: 999000
OLD VALUE(S): CURRENT AGE NEW VALUE(S): AGE
This example indicates that a user named Systems Programmer modified the PATIENT file (#999000) on 2/20 and 2/21/90. This person edited the LABEL (.01 attribute) of Fields #2 and #3. The LABEL of Field #2 was changed from DATE OF BIRTH to DOB and the LABEL of Field #3 was changed from CURRENT AGE to AGE. The number of the first change as it was recorded in the DD AUDIT file (#.6) is 1 and the second is 2.
An easy way to look at every change to any Data Dictionary is to use the new sub-option 'SHOW PAST CHANGES TO DD'S'. You will be asked for a starting date. All changes to all data definitions on or after that date will be displayed.
Select AUDIT OPTION: 6 SHOW PAST CHANGES TO DD'S
Show Data Dictionary changes since: First// 7 7 (JUL 07, 2016)
DEVICE:
DATA DICTIONARY CHANGES, NEW PERSON FILE(#200) since JUL 7,2016
FIELD ATTRIBUTE USER NUMBER
------------------------------------------------------------------------------
CLINICAL CORE TRAINEE LABEL AUG 31,2016@13:52:39 1
TO: CLINICAL CORE TRAINEE
DATE NO LONGER TRAINEE 'HELP'-PROMPT AUG 31,2016@13:49:18 1
TO: Date Trainee became inactive
DATE NO LONGER TRAINEE INPUT TRANSFORM AUG 31,2016@13:48:28 1
FROM: S %DT="EX" D ^%DT S X=Y K:Y<1 X
TO: S %DT="EX",%DT(0)="-"_DT D ^%DT K %DT(0) S X=Y K:Y<1 X
...
Use the Purge DD Audits option to erase all audit trails used in auditing data dictionaries (including Subfiles, which have their own data dictionaries) for a specified file. Purging is not an automatic feature, it must be done manually.
You should either 1) turn auditing off on the files you're purging while you're doing the purge, or 2) leave auditing on but purge the file when not many users are on the system. If you purge when auditing is on and people are using the file in question, it is possible that you might end up with incomplete audit records on the audited file.
The following dialogue results in purging selected data dictionary audit records for the user Ringleader:
Select AUDIT OPTION: PURGE DD AUDITS
AUDIT FROM WHAT FILE: PATIENT
Select PATIENT SUB-FILE:
DO YOU WANT TO PURGE ALL DD AUDIT RECORDS? NO// NO
PURGE DD AUDIT RECORDS BY: FIELD NUMBER// USER
START WITH USER: FIRST// RINGLEADER
GO TO USER: LAST// RINGLEADER
WITHIN USER, PURGE AUDITS RECORDS BY:
DEVICE:
HOLD ON, PLEASE...
PURGE OF DD AUDIT: PATIENT FILE FEB 21, 1990 14:45 PAGE 1
------------------------------------------------------------------
9 RECORDS PURGED.
The following dialogue results in purging all data dictionary audit records for the PATIENT file:
AUDIT FROM WHAT FILE: PATIENT
Select PATIENT SUB-FILE:
DO YOU WANT TO PURGE ALL DD AUDIT RECORDS? NO// YES
ARE YOU SURE? NO// YES
DELETED
Reviewed/Updated: October 2016