Archiving, restoring and deleting

When a policy is no longer used you archive it. Archiving takes it out of use without losing anything.

Who can do this: Managers and administrators.

Archive a policy #

1. Open the policy and press Edit this policy.
2. Scroll to History and press Archive this policy. Confirm.

You should see: "The policy has been archived. Its reading records are kept."

What changes #

• Nobody is asked to read it any more. It leaves everyone's home page and the compliance overview.
• Staff can no longer open it, its pictures or its files. Managers can.
• Every version, appendix, confirmation and record is kept. The reading records still appear on people's own records and on reports.

Find an archived policy #

Open Policies, choose Archived in the Show box and press Filter. Opening one shows its status, with Publish it again and Past reading records.

Bring it back #

Press Publish it again on the archived policy's page. It becomes the version in force again, and the people it applies to are asked to read it. Anyone who confirmed that version before still counts as having read it.

Delete a policy #

Only a policy that was never published can be deleted (Delete this draft policy at the bottom of its edit page). A published policy has been a record of what you told people, so it is archived instead of deleted.

If you need a policy and its records erased entirely, for example at the end of your agreement with your supplier, ask your supplier. See Security and privacy.

Archive or just replace? #