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Version 3.3

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Current Topic:
Archive Records

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Archive Records

Page contents

Overview

Procedures

Overview

About archiving Records

Archiving Records is taking a snapshot of a record at a given point in time. It is not a retiring record, or altering record process. The record will remain the same after an archive is taken.

Note: Archiving an Event record has a different meaning. Archiving an Event record prevents the already Closed Event record from displaying in the Event list unless specifically requested to be displayed. Changing an Event record to an ‘Archived’ status, does not create a snapshot of that record.

You can archive the current details of the following:

This can be useful:

When you archive a Record, TriLine GRC takes a snapshot of the Record’s data and saves it. You can view this Archive later, when viewing or editing the parent Record.

Note: Archives are for historical and audit reference only. The information captured in an Archive cannot be used to automatically restore a record..

The ‘Archives’ tab

Note:
The information in the ‘Archives’ tab is read-only.

The 'Archives' tab
The ‘Archives’ tab
‘Archives’ tab elements
ID Element Description
1 ‘Archives’ tab Click this tab in a Compliance Process Record or a Risk Record to display a list of that Record’s Archives.
2 Page Navigation Panel Use this panel to navigate the pages of the Archives List, see how many Archives are in the list and set the number of Archives to display per page.
3 ‘Date Archived’ Filter icon Click this icon to display a popup window in which you can select specific Archive dates to filter the Archives List 5.

When you apply a filter, a ‘Clear Filters’ icon is displayed to the left of the ‘Date Archived’ field. Click this icon to remove the filter.
4 ‘Reason’ Column Text Filter Type some text into this field and TriLine GRC will filter the Archive List to display only Archives with matching text in the ‘Reason’ column.

When you apply a text filter, a ‘Clear Filters’ icon is displayed to the left of the ‘Date Archived’ field. Click this icon to remove the filter.
5 Archives List This List displays all Archives for the Compliance Process or Risk Record. If you have applied a filter using either the ‘Date Archived’ Filter icon 3 or the ‘Reason’ Column Text Filter 4, then only matching Archives are displayed in the List.

Click an Archive in the List to display the Archive details—see The ‘Archived Compliance Process’ popup window and The ‘Archived Risk’ popup window.

Procedures

Archiving a Record

The process for archiving a Compliance Process, Risk, Contract and (Control Inventory) Record are identical.

To archive this Record:

  1. Open the Record (e.g. Compliance Process Record).
  2. In the Record, click the ‘Archive’ icon .
  3. The ‘Archive’ popup window opens.
  4. Type the reason for the Archive 3.
  5. Click Save 4 to Archive, or Cancel 5.

The ‘Archive’ popup window

The 'Archive' popup window
The ‘Archive’ popup window
‘Archive’ popup window elements
ID Element Description
1 Archive window title The popup window title displays ‘Archive Process’ for Compliance Process Records and ‘Archive Risk’ for Risk Records.
2 Formatting Toolbar These tools are a subset of the regular Formatting Toolbar, and provide basic text formatting/hyper-linking.
3 Text Editor Type a reason for archiving the Record.
4 ‘Archive’ icon Click this icon to save the Archive.

Note:
If you attempt to save and haven’t added a comment in the Text Editor 3, a prompt to provide a value is displayed.
5 ‘Close’ icon Click this icon to close the ‘Archive’ popup window without saving the Archive.

Archiving multiple Records

You can archive multiple Records from the Lists page (e.g. Compliance Processes List).

To archive multiple Records:

  1. From the Main Menu, select either:
  2. The selected List is displayed.
  3. On the selected List, click the ‘Archive Multiple Records’ icon .
  4. The ‘Archive Multiple Records’ popup window is displayed.
  5. Type the reason for the Archive 2.
  6. Click 4 to select all records, or select individual records in the list 3.
  7. Click Save 7 to Archive, or Cancel 8.

The ‘Archive Multiple Records’ popup window

The 'Archive Multiple Records' popup window
The ‘Archive Multiple Records’ popup window
‘Archive Multiple Records’ popup window elements
ID Element Description
1 Formatting Toolbar These tools are a subset of the regular Formatting Toolbar and provide basic text formatting/hyperlinking.
2 Text Editor Type the reason for archiving the records in this field, then format your text using the Formatting Toolbar 2.
3 Record Selection List Select Records for archiving by ticking the checkbox of any Record that you want to include.
4 ‘All Records’ checkbox If this checkbox is not ticked, click the checkbox to select all Records in the Record Selection List 3.

If the checkbox is ticked, click the checkbox to deselect all Records in the List.
5 ‘Number’ Column Filter Click this icon to display a popup window where you can select specific Record Numbers to filter the Record List.

When you apply a filter, a ‘Clear Filters’ icon is displayed to the left of the ‘Description’ Text Filter. Click this icon to remove the filter.
6 ‘Description’ Text Filter Type some text into this field and TriLine GRC will return any Record that contains this text in the Record Description.

When you apply a filter, a ‘Clear Filters’ icon is displayed to the left of the ‘Description’ Text Filter. Click this icon to remove the filter.
7 ‘Archive’ icon Click this icon to archive the Records selected in the Record Selection List 3.

Note:
If you attempt to archive Records without including a reason in the Text Editor 2, a reminder message is displayed in the Text Editor.
8 ‘Close’ icon Click this icon to close the ‘Archive Multiple Records’ popup window without archiving any Records.

Viewing Record Archives

A Record’s Archives on the Record’s ‘Archives’ tab.

To view the Archives:

  1. Open the Record (e.g. Compliance Process Record).
  2. Click the ‘Archive’ tab.
  3. The ‘Archives’ tab is displayed (see The ‘Archives’ tab for a discription of the elements):
The 'Archives' tab
The ‘Archives’ tab
  1. Click on a record to open the Archived window.

The ‘Archived Compliance Process’ popup window

The Archived Compliance Process ‘Details’ tab

Note:
The labels shown (bracketed) in the screenshot below are customisable and may be different on your TriLine GRC system.

The Archived Compliance Process 'Details' tab
The Archived Compliance Process ‘Details’ tab
Archived Compliance Process ‘Details’ tab elements
ID Element Description
1 ‘Details’ tab Click this tab to display the details of the Compliance Process Record as they were when the Record was archived.
2 Archive Details This section shows the date this Archive was created and the reason for it.
3 Compliance Process details This area contains the details of the Compliance Process at the point when it was archived.
4 Reference hyperlinks Hyperlinks captured during archiving are active when viewing the Archive. Click the hyperlink to display the target document or web site.
5 Create Document icon Click one of these icons to create your prefered Archive Document.
6 ‘Close’ icon Click this icon to close the ‘Archived Compliance Process’ popup window.
The Archived Compliance Process ‘Controls’ tab
The Archived Compliance Process 'Controls' tab
The Archived Compliance Process ‘Controls’ tab
Archived Compliance Process ‘Controls’ tab elements
ID Element Description
1 ‘Controls’ tab Click this tab to display the Process Controls that were in place when the Compliance Process was archived.
2 Process Control List This list displays details of the Process Controls that were in place when the Compliance Process was archived.

Each Process Control is presented in two sections: General Details 3, and Task Details 4.
3 Process Control General Details This section displays the Process Control Description, Frequency, the Position Responsible for managing the Process Control, and the Position responsible for actioning the Process Control.
4 Process Control Task Details This section displays information about the type of Process Control Task (Blind Task, Critical Task), the type of Audit Plan, and when the Policy was last approved.
5 Create Document icon Click one of these icons to create your prefered Archive Document.
6 ‘Close’ icon Click this icon to close the ‘Archived Compliance Process’ popup window.
The Archived Compliance ‘Custom Fields’ tab

Note:
The fields in the screenshot below are customisable and may be different on your TriLine GRC system.

The Archived Risk 'Custom Fields' tab
The Archived Risk ‘Custom Fields’ tab
Archived Compliance Process ‘Custom Fields’ tab elements
ID Element Description
1 ‘Custom Fields’ tab Click this tab to display the Compliance’s Custom Field values at the point when the Record was archived.
2 Custom Fields This section displays each Custom Field and its associated value at the time the Compliance Record was archived.
3 Create Document icon Click one of these icons to create your prefered Archive Document.
4 ‘Close’ icon Click this icon to close the ‘Archived Compliance Process’ popup window.

The ‘Archived Risk’ popup window

Note:
The labels shown (bracketed) in the screenshot below are customisable and may be different on your TriLine GRC system. Some tabs may not appear if no data exists.

The Archived Risk ‘Risk Details’ tab
The Archived Risk 'Risk Details' tab
The Archived Risk ‘Risk Details’ tab
Archived Risk ‘Risk Details’ tab elements
ID Element Description
1 ‘Risk Details’ tab Click this tab to display the details of the Risk Record that were in place when the Risk Record was archived.
2 Archive Details This section shows the date this Archive was created and the reason for it.
3 Risk details This area contains the details of the Risk at the point when it was archived.
4 Create Document icon Click one of these icons to create your prefered Archive Document.
5 ‘Close’ icon Click this icon to close the ‘Archived Risk’ popup window.
The Archived Risk ‘Existing Controls’ tab
The Archived Risk '(Existing Controls)' tab
The Archived Risk ‘(Existing Controls)’ tab
Archived Risk ‘(Existing Controls)’ tab elements
ID Element Description
1 ‘(Existing Controls)’ tab Click this tab to display the Controls that were in place when the Risk Record was archived.
2 (Current Controls) This section displays the Current Controls that were in place at the time the Risk Record was archived.
3 (Other Considerations) This section displays the Other Considerations that were in place at the time the Risk Record was archived.
4 Create Document icon Click one of these icons to create your prefered Archive Document.
5 ‘Close’ icon Click this icon to close the ‘Archived Risk’ popup window.
The Archived Risk ‘Assessment’ tab
The Archived Risk '(Assessment)' tab
The Archived Risk ‘(Assessment)’ tab
Archived Risk ‘(Assessment)’ tab elements
ID Element Description
1 ‘(Assessment)’ tab Click this tab to display the Risk Assessment details, Review Schedule and Treatment Plan that were in place when the Risk Record was archived.
2 Risk Assessment details This section displays the Risk Assessment details that were in place at the time the Risk Record was archived.
3 Review Schedule This section displays the Review Schedule that was in place at the time the Risk Record was archived.
4 Treatment Plan This section displays the Treatment Plan that was in place at the time the Risk Record was archived.
5 Create Document icon Click one of these icons to create your prefered Archive Document.
6 ‘Close’ icon Click this icon to close the ‘Archived Risk’ popup window.
The Archived Risk ‘Treatments’ tab
The Archived Risk '(Treatments)' tab
The Archived Risk ‘(Treatments)’ tab
Archived Risk ‘(Treatments)’ tab elements
ID Element Description
1 ‘(Treatments)’ tab Click this tab to display the Treatments that were in place when the Risk record was archived.
2 (Treatments) List This list displays details of the Treatments that were in place when the Compliance Process was archived.

Each Process Control is presented in two sections: General Details 3, and Task Details 4.
3 (Treatments) General Details This section displays the Treatments fields.
4 (Treatments) Task Details This section displays information about the type of Treatment (Blind Task, Critical Task), and Treatment Custom Fields.
5 Create Document icon Click one of these icons to create your prefered Archive Document.
6 ‘Close’ icon Click this icon to close the ‘Archived Compliance Process’ popup window.
The Archived Risk ‘Contingency’ tab
The Archived Risk '(Contingency)' tab
The Archived Risk ‘(Contingency)’ tab
Archived Risk ‘(Contingency)’ tab elements
ID Element Description
1 ‘(Contingency)’ tab Click this tab to display the Risk Contingency details that were in place when the Risk Record was archived.
2 Risk (Contingency) details This section displays the Risk Contingency details that were in place at the time the Risk Record was archived.
3 Create Document icon Click one of these icons to create your prefered Archive Document.
4 ‘Close’ icon Click this icon to close the ‘Archived Risk’ popup window.
The Archived Risk ‘Occurrence’ tab
The Archived Risk '(Occurrence)' tab
The Archived Risk ‘(Occurrence)’ tab
Archived Risk ‘(Occurrence)’ tab elements
ID Element Description
1 ‘(Occurrence)’ tab Click this tab to display the Risk Occurrence details, Operation in Event and Actions that were in place when the Risk Record was archived.
2 (Operation in Event) details This section displays the Operation in Event details that were in place at the time the Risk Record was archived.
3 Actions This section displays the Actions that was in place at the time the Risk Record was archived.
4 Create Document icon Click one of these icons to create your prefered Archive Document.
5 ‘Close’ icon Click this icon to close the ‘Archived Risk’ popup window.
The Archived Risk ‘Custom Fields’ tab
The Archived Risk 'Custom Fields' tab
The Archived Risk ‘Custom Fields’ tab
Archived Risk ‘Custom Fields’ tab elements
ID Element Description
1 ‘Custom Fields’ tab Click this tab to display the Risk’s Custom Field values at the point when the Risk Record was archived.
2 Custom Fields This section displays each Custom Field and its associated value at the time the Risk Record was archived.
3 Create Document icon Click one of these icons to create your prefered Archive Document.
4 ‘Close’ icon Click this icon to close the ‘Archived Risk’ popup window.

Deleting archived Records

Once you create a Record Archive, the Archive remains with the Record for as long as the Record exists. This makes routine archiving a good option for audit purposes.

If you delete a Compliance Process or Risk Record, any archives for those Records are also deleted.

Tip:
Consider making the Record ‘Inactive’ rather than deleting the Record. This way, you can stop the Record displaying in lists (by default, inactive Records are not displayed in lists), but still retain the Record and its Archive history for future reference.

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