Records evidence and organization data¶

Records keeps information that supports reporting, investigation and organization-wide data handling. Some of this work runs in the background: publishing evidence of completed work, reconciling missing reporting entries, exporting stored information and deleting the Records portion of an organization's data.

Availability: this guide explains implemented backend behavior. It does not establish an available Records export, replay or deletion button, nor confirm that a particular environment has completed these processes. Organization-wide requests and reporting outcomes require their owning services and authorized operational procedures.

Evidence used in reporting¶

Records produces contribution evidence for registration, filing, closure, disposition and the four kinds of completed record work: retrieval, review, compliance work and stewardship. The evidence links the reported event to a record, its occurrence time and the recorded contributor.

Registration, filing, closure and disposition evidence has a completion time but no measured start time, effort or due time. A report must not interpret those missing measurements as instantaneous work, zero effort or proof that a deadline was met. Counts can include several kinds of evidence for one record, so they are not counts of unique documents, employees or completed cases.

The ordinary Activity timeline, protected-access history and contribution evidence serve different purposes. An Activity entry does not prove that reporting has received its corresponding contribution. Searching for, reading or downloading a document is not automatically a completed retrieval contribution.

How missing reporting evidence is reconciled¶

Records retains the exact contribution evidence it published, with an identity and revision. Background reconciliation compares an inventory of that saved evidence for a particular day and kind of work with the reporting side. A known empty inventory is different from an inventory that has not arrived.

Recovery can resend specific stored evidence using its existing identity and revision. This is a replay of the earlier evidence, not a new completion or a correction. It preserves the original content rather than reconstructing it from today's record. A correction, by contrast, deliberately supplies a new revision under the rules in the completed-work guide.

The first recorded inventory for a reporting period is preserved. If evidence later changes that closed inventory, ordinary repetition does not silently replace it. Support must investigate the mismatch and use an approved reconciliation procedure. This matters for late or backdated completions and corrections as well as interrupted delivery.

There is no user-facing recovery action or guaranteed repair time established by this capability. If a report appears incomplete, give support the organization, record reference, kind of work and approximate completion time. Do not repeat the business action simply to force a reporting entry. A successful resend still needs downstream receipt and processing before a report can be considered reconciled.

What the Records export contains¶

The Records part of an organization export includes stored information from 27 database tables. It covers:

• Records, where they came from, their relationships and information about their documents and saved versions.
• Submission origin, filing details, linked processes, saved record updates and completed work.
• Dossiers that group related records, their links, and staff-profile information held by Records for personnel files.
• Pre-system file submissions, their items, document references and information about the packages used to import them.
• Filing categories, numbering and filing rules, retention policies and validation information, plus executed disposition work.
• Saved contribution evidence and reporting inventories, and the saved position used to resume Activity recovery.

This is stored database information. The exporter does not download the referenced document files or build a readable document bundle. It does not turn saved workflow links into a complete export of the workflow service, or include all information held by other products. An organization-wide export must account for those separate owners.

The exported row count includes supporting rows such as versions, events and links. It is not a count of unique official records or files. The operation does not guarantee a single organization-wide point-in-time snapshot while other work continues, and it does not establish a supported restore/import procedure.

This export can include restricted personnel and contribution information that ordinary Records lists do not reveal. General record-viewing permission must not be treated as authority to receive the whole organization export. The organization must use its approved request and recipient process; confidential exports should stay in authorized storage and support channels.

What organization deletion means for Records¶

The Records deletion handler removes rows from the same 27-table set in its declared order, including document and operation details before their owning records. This includes contribution journals. It reports the Records portion's row counts to the organization-wide process; that result alone does not mean every service, document store, backup or other copy has been deleted.

All current Records table rules select deletion. This path reports no anonymization, and it does not preserve selected Records rows based on their retention policy, disposition date or a legal-hold decision. Those business prerequisites must be resolved by the authorized organization-wide process before deletion is dispatched. Record-level retention/disposition and organization-wide deletion are different operations.

Removing the database references does not itself remove the corresponding document objects. The Records handler also does not erase other services' copies or execute backup-expiry procedures. Those owners need their own completion evidence. Keep an export and its files only where the organization has authorized retention; an old export does not disappear because live Records data was removed.

Questions for administrators and business owners¶

Before relying on these capabilities, establish who can authorize an export or deletion, who may receive restricted content, which services and document files must be included, and how a result will be verified. For reporting, agree whether the evidence is complete enough for the decision being made and who resolves discrepancies.

These records support an investigation. They do not establish certification, a guaranteed recovery time, an employee score or complete organization-wide deletion without the corresponding evidence.