Site Records

Overview

Site Records store structured compliance information. A Record has a type and can have a name, issue date, reference number, expiry date, and attached Documents. Expiry and Document requirements come from its Record Type.

Astalty presents these statuses:

Current is a stored, unarchived Record that is not expired.
Expired is a stored Record whose expiry date has passed and whose type tracks expiry.
Archived is a stored Record that a user archived.
Missing means a required Record Type has not yet been added to this Site.

Site Record Types

Manage Record Types in Settings > Sites. A type controls expiry dates, required status, required Documents, and Support Worker visibility. See Sites Settings for creating, editing, and archiving Record Types - an archived type stops being offered for new Records but leaves existing ones in place.

Viewing Records

Open the Site and select Records. Missing Records lists required types that have no Record. Records lists stored Records with Status, Record, and Expiry Date columns.

Creating a Record

Select Add Record, choose a Record Type, then complete the available fields:

Name is optional.
Issue Date is optional.
Expiry Date appears only when the type has expiry enabled.
Reference Number is optional.
Documents appears when the type requires Documents. Upload files or select existing Site Documents.

Select Create Record. A type that requires Documents cannot be saved without at least one.

Editing a Record

Open the Record and select Actions > Edit. You can change its name, dates, reference number, and Documents. The Record Type cannot be changed. A Record whose type requires Documents must retain at least one Document.

Deleting a Record removes the Record and detaches its Documents. A Document used elsewhere is preserved. An unowned Document may also be deleted, so review Document use before confirming.

Archiving a Record

Open Actions > Edit, then select Archive. Archiving also archives Documents that were active and attached at that time. Find the Record with the archived Status filter and select Unarchive to restore the Record and those Documents. Archiving is reversible; deletion is not.