Archive a compliance record
Remove an incorrect, duplicate or obsolete compliance record from active views while retaining useful property history and supporting documents.
Archiving removes a compliance record from normal active views without necessarily deleting its dates, certificate, notes or activity history. It is generally safer than permanent deletion where the record has previously been relevant to the property.
When to archive a compliance record
Incorrect record
Archive a record created against the wrong compliance type or property where its history should remain visible.
Duplicate record
Archive the unused duplicate after confirming which record contains the complete and correct history.
Obsolete record type
Archive a record that no longer applies to the property but may still be useful historically.
Test or draft record
Remove an incomplete test item from active views where it has no operational purpose.
Do not archive a record merely because it has expired. Retain expired certificates where they form part of the property’s compliance history.
Archive, retain or delete?
Archive
Use where the record should leave active views but its dates, document or activity may still be useful.
Retain as historical
Keep previous and expired certificates available when they accurately reflect an earlier compliance period.
Delete
Reserve permanent deletion for a genuinely unused, incorrect item with no relevant documents or history.
Permanently deleting a compliance record may remove or disconnect certificates, dates, notes and activity. Archive where the historical value is uncertain.
Before archiving the record
- Confirm the property address.
- Review the compliance type.
- Check the certificate reference and expiry date.
- Open the supporting document.
- Confirm a newer or correct record exists where required.
- Check whether the record is linked to an active reminder.
- Review whether the document is shared with a tenant.
- Confirm the item is not the only current evidence for that compliance type.
- Add a note explaining why it is being archived.
Archiving the only current record may cause the property to appear missing, expired or incomplete.
Archive the compliance record
Open Compliance
Select Compliance from the main Estavo navigation.
Find the record
Search by property, compliance type, reference or status.
Open the record details
Review the property, dates, certificate and existing status.
Select Archive
Use the archive action from the record menu or available status controls.
Confirm the archive action
Review any confirmation message and verify that the correct record is selected.
Review the active compliance list
Confirm the archived record no longer appears in normal active views.
Duplicate Gas Safety Record
24 Oak Avenue · Duplicate entry · History retained
Record why the item was archived
Review documents before archiving
Retain the certificate
Keep the document where it accurately reflects a previous inspection, licence or compliance period.
Move a misplaced document
Attach the file to the correct record before archiving an item created against the wrong property.
Remove an incorrect file
Remove a file uploaded by mistake where it has no connection to the property or compliance record.
Review tenant sharing
Remove portal visibility where an archived document should no longer be available to the tenant.
Review the compliance status after archiving
- Return to the property compliance overview.
- Confirm the archived item is excluded from the active record list.
- Review the remaining current certificate.
- Check the property-level compliance status.
- Confirm no required compliance type now appears missing.
- Review expiry dates and reminders.
- Check that reports no longer include the archived record as current.
- Confirm the archived item remains available in history.
Where the archived record was the only current item for its type, the property may now show that compliance information as missing or incomplete.
View archived compliance records
Open Compliance
Go to the main compliance list or the property’s compliance section.
Open the status filter
Select Archived or enable the option to include archived records.
Search for the record
Use the property, compliance type, reference or archived date.
Open the historical details
Review the archive reason, certificate, dates and previous activity.
Restore an archived compliance record
Open archived records
Find the item using the archived-status filter.
Review the record
Confirm it was archived incorrectly and remains relevant to the property.
Select Restore
Use the restore or reactivate action where available.
Review its status and dates
Confirm whether the record should be valid, historical, expiring or expired.
Check for duplicates
Confirm another record was not created while the original item was archived.
Handle duplicate compliance records
- Open both records.
- Compare the property, compliance type and reference.
- Review the issue and expiry dates.
- Confirm which record contains the correct certificate.
- Move any useful notes or documents to the retained record where appropriate.
- Check which item is linked to reminders or tenant sharing.
- Keep the complete and accurate record active.
- Archive the unused duplicate with an explanatory reason.
Common compliance archiving problems
The Archive option is unavailable
Check your account permissions and whether the record is locked by another process or status.
The record still appears in active views
Refresh the page and confirm the archive action was saved successfully.
The property now shows missing compliance
Check whether the archived record was the only current item for that compliance type.
An archived reminder remains open
Complete or reassign the reminder separately from archiving the compliance record.
The archived record cannot be found
Enable the archived-status filter and search using the property, reference or compliance type.
The wrong record was archived
Restore the original record and review the compliance status before archiving another item.
The compliance record is archived
This completes the Compliance documentation category. The next category covers maintenance requests, contractors, costs, updates and completion records.
Continue to maintenance