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• Jurisdictions and organizations are accountable for the quality and maintenance of subsets or other artifacts shared on the Terminology Gateway
• Each year, the Infoway SME will contact the subset owner named for the subset listed on the Terminology Gateway
• The contact will be asked to review their respective subset and asked if this is all good. If it is still good, then the reviewed date is updated. If there are changes then the Subset owner will make the changes to the subset and submit them. . If we do not receive a response to our request for a status of a subset, we will mark it for inactivation after 30 days

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1. Download the subset Template from InfoRMS Subset RFC project
2. Complete the Subset Definition template. Refer to the "How to Complete" tab for guidance or contact [email protected] for assistance
3. All Field in Red are mandatory and must be completed
4. Refer to the Naming Convention for pan-Canadian Reference Sets and Valuesets to create a name for the subset definition
5. Request the Subset ID which is an OID, but if you are the owner of the Subset, you may provide your own unique identifier
6. Ensure that the Subset name and ID is not used in used by checking the OID's for subsets
7. If the subsets is owned by you ( Additional Terminology Content) then a logo an can be added which must be a .png or .gif which should be attached to the Subset request 
8. Select the Codesystem(s) (SNOMED CT, LOINC, UCUM, HL7,) You may have more than one to cover a clinical domain in some cases and if you need further guidance, contact [email protected] 
9. Submit in InfoRMS for Review

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1. Download the subset from the Terminology Gateway in Excel format
2. Update the fields in the downloaded file with the new information on the Subset Definition Tab
3. An update can be done to achieve the following: Add a new code, modify a term or a code and inactivate a term or a code
4. Overwrite an existing concept for a change
5. Delete the line for a concept to remove from the subset these will be removed from the new version
Add a line in the subset to add a new code
6. If Changes are made to the display names, the terminology Gateway will provide you with a Change Log, which should reflect all changes applied to the subset
7. It may be required to validate the status of all other codes and terms in the subset before re-publishing if the terminology has been updated since the last release
   1. If the changes were only on the Concept Tab, change the «Subset version» to reflect the date of publication
   2. If the terminology versions have changed, update the «Terminology version» field
   3. If the change is to the Subset name or Subset ID (OIDS), which is always unique to each subset, contact Joannie Harper the Standards HL7 OIDS resource at [email protected](first JH then AP , to confirm the OID s unique. If the OID is unique  then it can be assigned by the Subset SME ( Anil Patel)
8. In InfoRMS, select the "Update Subset" as the issue type and complete the mandatory fields identified with an asterisk "*"
9. Attach the completed Subset RFC template
10. Once the subset is updated and finalized, it will be loaded to the UAT environment of the Terminology Gateway for QA

How to Retire a subsets

1. Download the subset from the Terminology Gateway in Excel format
2. Create a new Subset RFC by selecting the «Create» button
3. Fill in the UI information and attach the Batch template 
4. Complete the mandatory fields for the Requestor in InfoRMS
5. Add a comment on the Subset RFC, the subset will be deprecated in one (1) year from now.
6. When the one year is reached, add a comment on the RFC this subset is now Deprecated
7. Use the InfoScribe page to identify the Inactivated subsets that will be deprecated the following year
8. After one year ask IMT will remove the subset from the database

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