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Restrict processing of a record

Search for a person and pause all work on their record, with a recorded reason, then lift the pause when it is safe.

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 admins. A restricted record becomes read-only and drops out of combined reporting.

Steps

  1. Open Admin, then the page headed Right to restriction.
  2. Type a reference, given name, family name or preferred name. Use two to 120 characters. Press Search.
  3. Check the reference and name in the results. The column Restricted? shows Yes or No.
  4. Type the reason in the box. It must be at least ten characters.
  5. Press Restrict from processing. The row now shows Yes.
  6. To end it, write why in the box and press Lift restriction.

If it goes wrong

  • If the search cannot load, reload the search before changing anything.
  • If nothing matches, check the spelling or try the reference code.
  • If the button does nothing, the reason may be too short.

What restriction does

The right to restriction lets a person ask that you stop using their data while a concern is looked into. The record stays, but it is paused.

Every working row for the person becomes read-only. They are left out of combined reports.

Using it carefully

Restriction does not remove a safeguarding duty. If there is a risk to a child, speak to your DSL before and after you restrict.

Write a reason that a stranger could understand later.

Lifting it

Lift a restriction when the reason has gone, and record why. The change is logged like the first.

Who can do it

Only admins. Others are told this page is for administrators.

How it links together

A restricted person shows as read-only on their record, in the planner and in reports. Staff can still read, but they cannot add or change work until it is lifted.

Every change goes in the audit log. See the guides on subject access requests and the audit log.

Restricting a recordFind the person, give a reason, restrict, and later lift it.
  1. SearchSearch by reference or name
  2. RestrictWith a written reason
  3. PausedRead-only and out of reports
  4. LiftedWith a reason

Questions people ask

Does restriction delete anything?

No. It pauses work on the record and keeps everything.

Can staff still read a restricted record?

Yes, but nothing can be added or changed.

Will the person be left out of reports?

Yes. They are excluded from combined reporting while restricted.

How long should a restriction last?

Until the reason has gone. Look at it again regularly.

What should I write as the reason?

Say who asked, what they asked for and the date. Someone reading it months later should understand why the record was paused.

Is it recorded?

Yes. Every restriction and lift goes into the audit log.