Request deletion of a protection record

For admins, data protection leads and DSLs. Deleting a concern needs two people to agree.

Steps

1. Open Admin, then Safeguarding-record deletion.
2. Under Raise new deletion request, paste the concern's id. Write a reason of at least ten characters.
3. Press Raise request. It joins the list as awaiting approval.
4. The DSL approves on their row. The data protection lead presses DPO approve on theirs.
5. When both have agreed, the row is ready for deletion.
6. An admin presses Execute deletion. Check the row once more before you do.

If it goes wrong

• If the list cannot load, reload before raising or approving anything.
• If a button is missing, your role does not do that step. Each step has its own role.
• If you raised it by mistake, tell the approvers not to approve.

Why two approvals

A safeguarding record is evidence. Deleting it needs a joint decision by the DSL and the data protection lead. Every step is logged.

Who does what

• Raise: an admin.
• Approve for the DSL: the DSL.
• Approve as data protection lead: the DPO.
• Execute: an admin.

Admins, data protection leads and DSLs can all see the queue so each knows what waits on them.

Before you raise one

Check retention rules. Many records must be kept for years. Ask your data protection lead if you are unsure.

When to hold back

Raise a request only when the record should truly go, for example when a retention period has ended. If a record is simply wrong, speak to your DSL about putting it right instead.

If anyone approving is unsure, ask them to wait. The last step is the final one, so it is better to pause and check than to carry it out too soon.

How it links together

Approvals and the final step are written to the audit log. The record leaves the safeguarding board and reports once executed.

See the guides on how protection records work, on retention and on the audit log.