Hiding and deleting records

Please read before deleting records

Three very important points before you begin:

• Whenever and wherever possible you should always merge records. If a record is a duplicate, or similar to another record, then merging these records will preserve any linked references to the records being merged.
• Deleting records of classes that are used to identify features can leave ‘Unnamed’ feature on Archive Item records. To address this problem, you should conduct a Selection List search on the Start page to locate the features that identify the record that you wish to delete. These features should be removed from the Archive Item before hiding and/or permanently deleting the record.
• Always conduct a search for the record you are going to hide and/or delete. This way you can be completely aware of the connections or references to other records which may be lost once the record is deleted.

It is a two-step process to remove a record from your archive. First the record must be hidden, then it can be permanently removed from the list of hidden records. Hidden records can be restored, but not once they are permanently removed.

For Archive Item (Photos, Documents, Movies, Sounds and Objects) the whole item, including Archive View and Media records, will be hidden. You cannot hide specific Archive View records; it’s an all or nothing situation.

To view hidden records, navigate to:

1. Main Menu
2. Administration tab
3. Hidden hyperlink

Your User account must have the Administration access permission enabled to view the list of hidden records.

If the hyperlinks, pages and resources for managing records are not available on the archive, try logging in with an account with higher administrative privileges or as a Super Administrator.

Steps to hide records

Your User account must have Administration access and Hide records permissions enabled to hide records.

1. Conduct a search that will retrieve the record to hide.
2. Depending on the current page you are viewing the record in:
   • Search Results page: If you are hiding an Archive Item, ensure that either the Results or Items button is enabled in the top-left of the page.
     
     To hide one record, select Hide record in the ‘cog’ button menu next to the record you wish to hide.
     Alternately, enable the checkboxes of the records you wish to hide and select Hide selection from the Actions button menu.

• • View page: In the ‘cog’ button menu, select Hide record.

3. On the Hide record(s) page, select Hide.

Steps to permanently delete hidden records

Your User account must have Administration access and Remove hidden records permissions enabled to permanently delete records.

1. Navigate to the Hidden records page by going to: Main Menu → Administration tab → Hidden hyperlink
2. To delete one record, click the Remove permanently hyperlink for the record you wish to remove. Alternatively, enable the checkboxes of the records you wish to delete and select Remove permanently from the Actions button menu.
3. In the Permanently remove record(s) page, select Remove permanently.

Steps to restore hidden records

Your User account must have Administration access and Restore hidden records permissions enabled to restore hidden records.

1. Navigate to the Hidden records page by going to: Main Menu → Administration tab → Hidden hyperlink.
2. To restore one record, click the Restore record for the record you wish to restore. Alternatively, enable the checkboxes of the records you wish to restore and select Restore records from the Actions button menu.
3. In the Restore record(s) page, click Restore.