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Archive and restore a record

Take someone off every live list when they leave, keep their history, and bring them back if you need to.

Checked against the screens:

Every organisation can choose its own words for the people and roles it works with. When you are signed in, this guide uses your organisation’s words. Otherwise it uses the product’s own.

For managers and admins. Archiving is not deleting. The record, its history and its safeguarding notes are all kept.

Steps

  1. On the allocations list, find the young person and press Archive on their row.
  2. Read the box. It says who disappears from lists and how many future sessions will be cancelled.
  3. Type a short reason in Reason (optional). Pick where they are going in Where are they going? (optional).
  4. If the box asks you to type ARCHIVE, do so. It asks when many sessions would be cancelled.
  5. Press the red button. It states what it will do, for example how many sessions it cancels.
  6. To bring someone back, open the archive list, find them and press Restore, then Confirm.
  7. Check they appear on the allocations list again, then re-book any sessions they need.

If it goes wrong

  • The button reads Blocked by safeguarding while a concern raised by a person is open. Deal with the concern first; archiving is not allowed until it is closed.
  • Restore is greyed out for someone archived because consent was withdrawn. The way back is a fresh referral with new consent.

How it links together

Archiving removes the record from planners, pickers and Home and cancels future sessions. Reports still count the history. The guides to finding records and moving a record sit next to this one.

From leaving to the archiveA leaver is archived, kept for the record and can be restored.
  1. Child leaves
  2. ArchiveReason and destination
  3. Kept in the archiveHistory stays
  4. Restore if needed

What archiving does

  • They disappear from pickers, caseloads, planners, Home and search, and no new sessions can be planned for them.
  • Future sessions are cancelled and the rooms are released, so someone else can use them.
  • Nothing is deleted. Anyone with access can still open the record from the archive list with View full record.
  • Their area is not changed by archiving.

Why the reason and destination matter

Neither box is required, because a young person sometimes just stops coming and nobody knows why for weeks. Choose the honest option in the list, including the one that says they left and you do not know where.

The destination list is what the end-of-year return to a local authority is counted from. Free text cannot be counted, so use the list, and put the detail, such as a school name, in the box beside it.

When archiving is refused

A concern raised by a person blocks archiving until it is closed on the safeguarding board. A concern created automatically by low attendance does not block it. The box offers to close those and archive in one step, with a recorded note.

If the check for future sessions fails, the box says so and asks you to type ARCHIVE. Not knowing what will be cancelled is a reason for more care, not less.

Finding someone in the archive

Search by name or reference code. The table shows when they were archived, by whom, where they went and why. Show more reaches older records, up to five hundred. Search to go further back.

Download leavers (CSV) gives a spreadsheet of the same list for returns. Each row also has a Word download of the young person's journey, which pulls together what the record already knows.

What restoring does not do

  • Cancelled sessions are not brought back. Book them again.
  • People archived before the destination was recorded come back as active, even if they were paused. Check the status afterwards.
  • Someone archived by a consent withdrawal cannot be restored from here.

Questions people ask

Is archiving the same as deleting?

No. The record, history and safeguarding notes are kept, and a manager can restore the record at any time.

Who can archive or restore a record?

Managers and admins. The archive list is theirs too.

Why is the Archive button blocked?

The young person has an open concern raised by a person. Close it on the safeguarding board first, then try again.

What happens to their booked sessions?

Future ones are cancelled and the rooms are released. Restoring does not bring them back, so re-book what you still need.

Can a mentor see an archived record?

Not on their lists. The record is still held, and managers can open it from the archive list.

Where do I download the leavers list?

On the archive list, press Download leavers (CSV). It contains the same people as the page.