Archive and delete records

Archive records within the ​ValidMind inventory when they are decommissioned or delete records that you no need to track, keeping your inventory accurate and up to date with your organization’s current resources.

NoneBy default, only the Customer Admin role¹ can access archived records.

• Archived records are read-only, and do not contribute to sub-data, statistics or reports.
• Artifacts from archived records will not be displayed, and reports will not include data from archived records.

¹ Manage permissions

Prerequisites

• You are logged in to ValidMind.
• There are records registered in the inventory.²
• You are a Customer Admin or assigned another role with sufficient permissions to perform the tasks in this guide.³

² Register records in the inventory

³ Manage permissions

Change record stages

NoneInstead of manually modifying your records’ stages,⁴ we recommend manipulating stages via customized workflows.⁵

Workflows increase oversight over the stage transitions of records by providing a more extensive audit history,⁶ and also allow you to wrap other organization policies into your transitions — such as inclusion of specific stakeholder approval.

⁶ Working with workflows

⁵ Setting up workflows

⁴ Manage model stages

The inventory within the ValidMind Platform should reflect the state of governed records within your organization:

• If you decommission a record, you can archive it in the inventory.
• Conversely, if there is renewed business need for an archived record, you can activate it again.

To change a record’s stage:

1. In the left sidebar, click Inventory.

2. Under the record type drop-down, select the type of record you want change the stage for.⁷

3. Select a record or find your record by applying a filter or searching for it.⁸

4. Click on the {record} stage section where {record} is the type of record.

5. You can then select the appropriate stage for the record.

6. Click Save to transition the record into your selected stage.

⁷ Manage inventory record types

⁸ Working with the inventory

Archive records

1. Select Archived from the {record} stage drop-down menu where {record} is the type of record.

2. Click Save to proceed with archival.

3. Click Yes, Archive Record to confirm archival of that record.

Archived records can be reactivated to make them available for use again in the inventory.

Activate records

1. Select any stage other than Archived from the {record} stage drop-down menu where {record} is the type of record.

2. Click Save to proceed with activation.

Delete records

If a record was created in error, or you otherwise no longer require a record to be tracked in the inventory, you can delete it.

ImportantRecord deletion is also permanent and cannot be undone.

1. In the left sidebar, click Inventory.

2. Under the record type drop-down, select the type of record you want delete.⁹

3. Select a record or find your record by applying a filter or searching for it.¹⁰

4. Under the {record} stage section where {record} is the type of record, select Deleted.

5. Click Yes, Delete Record to confirm permanent deletion of that record.

⁹ Manage inventory record types

¹⁰ Working with the inventory