Archiving or deleting Evidence Records

Use archive and delete actions to close or remove records according to lifecycle and governance rules. This task explains who can archive, who can delete by state, and what changes after each action.

Archiving a record

Archive keeps the record available for read access while ending edit workflows.

Who can archive

Owners and Evidence Admins can archive records when policy permits.

What becomes read-only

Archived records are read-only for participants, including respondents and reviewers.

  1. Open the record.

  2. Select Archive.

  3. Confirm the action.

Note

Archive does not automatically disable downloads. Download behavior still follows record and label restrictions. An accepted record also moves to the Archived tab automatically when its expiry date is reached.

Deleting a record

Delete permanently removes the record content and cannot be undone. Delete rules depend on the record's state.

Deleting a record permanently

  1. Open the record.

  2. Select Delete.

  3. Review the permanent deletion warning.

  4. Type DELETE in the confirmation field.

  5. Confirm the delete action.

Who can delete by state

An accepted active record cannot be deleted by anyone, including Evidence Admins. An accepted archived record can be deleted only by an Evidence Admin, not by the owner.

Record state Who can delete
Accepted and active No one can delete, including Evidence Admins.
Accepted and archived Evidence Admin only, not the owner.
All other states Owner or Evidence Admin.

Note

Users who are not the owner or an Evidence Admin do not see the delete option.

Warning

Deletion permanently removes the record and all associated evidence.