This guide explains how to retire equipment records that are end-of-life, unsuitable for use, or no longer required.
🚨 Important: Deleting vs. Archiving Records
Records with an attached inspection history cannot be deleted to ensure historical data integrity, compliance, and audit trails.
Action: Instead of deleting, archive records.
Benefit: Archiving helps to declutter your workspace while preserving essential historical data.
How to Retire a Record (Archiving Process)
Retiring a record is done by adding a final inspection with the "Retired" status.
Start an Inspection: Navigate to the equipment record and select Add an Inspection.
Set the State: In the inspection details, choose the Retired (Will archive) state.
Add Details (Recommended):
Add a Description explaining the reason for retirement (e.g., Reached 5-year service life, Damaged beyond repair).
Attach an Image (optional) to document the final condition.
Save the Inspection: Saving the inspection will immediately archive the record.
What Happens After Retirement?
Visibility: The record is hidden from the main view and will no longer appear in standard reports.
Inspection Cycle: The record will no longer be flagged for future inspections.
Record Count: Retired (archived) items show in the Archived filter but not in other record filters, hiding them from view.
Accessibility: You can still access the complete record history for compliance purposes.
Viewing Archived Records
To view or access the history of a retired item:
Go to the main menu.
Use the Archived filter on the left-hand menu to make archived records visible.
💡 Best Practice: Managing Archived Records
When you archive a record, it remains in the folder it was in at the time of inspection. We recommend a simple organisational improvement:
Create a dedicated folder named "Archived" in your account structure.
Move all retired records into this dedicated folder.
This practice makes future folder management easier, as you won't have "hidden" archived records preventing the easy deletion of old, empty work folders.
To view the history of the record, use the Archived filter on the left hand menu to turn archived records visible.
Saving the inspection archives the record in the folder that they were sat in at the time of inspection. We recommend adding a folder called Archived to your account so you can move all your archived records into one place. This makes deleting folders easier as there will no 'hidden' archived records within them.
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