Understand governance records during export and deletion¶
Approval bodies, memberships, signing delegations and recorded governance outcomes are part of an organization's data. They also supply evidence used in reporting. Their lifecycle matters when someone leaves a committee, a decision is corrected, or the organization requests an export or deletion.
Draft availability: the inspected backend includes governance records in the platform's export and deletion workflows. This page explains that scope. It does not establish a delivered governance-specific export screen, a ready archive or successful deletion in an environment. The authorized platform-staff process has its own access rules and verification; reader review remains open.
Separate an authority change from data deletion¶
| Change | Meaning for governance records |
|---|---|
| End a membership or delegation | Changes effective authority while retaining the record. Review the person's remaining authority separately. |
| Correct a recorded outcome | Adds the supported correction while retaining earlier outcome history. A correction is not erasure. |
| Export organization data | Collects the included governance records as part of a wider organization archive. Export does not itself remove authority or delete records. |
| Delete organization data | Removes the included governance records through the platform's confirmed, asynchronous deletion process. Ending a membership is not a substitute for this process. |
Use the administration guide for membership and delegation changes, and governance outcomes for correction rules. Before changing access, identify any work still relying on that person or body. Historical evidence retained with a decision and the current authority register serve different purposes.
Know what the governance portion contains¶
The declared scope covers approval bodies, their memberships and signing delegations; governance work and its reviews, decisions, approvals, compliance actions, escalations and risk-prevention verifications; and the saved publication evidence and daily inventories used for reporting recovery.
This includes historical rows retained by those records, not just currently effective members or the latest outcome revision. It does not make the governance portion a complete copy of the organization. Documents, messages, people profiles, source requests and downstream reports have separate owners. A reference to a document or person is not proof that its full contents are included here.
For example, a committee's completed review and its reporting evidence can be included in governance data, while the reviewed document belongs to another part of the platform. The responsible owner must verify both scopes when responding to an export request.
Prepare for an export¶
Ask the authorized platform team to use the organization's export process. Provide the correct organization, purpose, responsible recipient and any existing job reference. Avoid sending confidential governance evidence through an unrelated support channel.
The governance portion is one contribution to the archive. Its completion alone does not make the whole archive ready. The platform waits for the expected participants before requesting packaging, and the resulting archive has its own delivery, access and expiry controls.
Collection happens across separate services. The result is not guaranteed to represent every part of the organization at one identical instant. Ongoing work and retries can affect what is collected. Confirm the required scope and timing with the responsible owner before treating an archive as evidence for a particular business date.
An export is not a documented one-click restore mechanism. If the organization needs a recoverable copy or a retained record for a specific purpose, verify that requirement separately before deletion.
Understand the effect of deletion¶
The governance participant's declared deletion scope removes all twelve included record groups. It does not retain or anonymize a special subset of those rows. This affects both the authority register and the saved governance evidence used for source reporting recovery.
Once publication evidence is removed, its former source cannot simply replay that deleted history. A report or other service may hold its own records; their cleanup and interpretation must be checked separately. Do not use a visible downstream report as proof that governance deletion failed, or an empty governance result as proof that all downstream copies were removed.
The platform's deletion process is distinct from temporarily pausing organization access. The responsible administrator must confirm the correct request, scope, snapshot and required review conditions through the owning process. Completion of one participant does not establish platform-wide completion, removal of every backup or external copy, or a contractual retention guarantee.
Resolve an uncertain result¶
| What is observed | Useful next step |
|---|---|
| Export is still preparing | Keep the existing job reference and ask the authorized operator which participant or packaging stage remains unresolved. |
| A request returns an error | Check the same job and actual records before repeating it. The response alone does not establish which work committed. |
| Governance records are absent after deletion | Verify the requested organization and the participant result; have the owner reconcile the overall job and separately owned data. |
| An archive or report differs from current records | Compare scope, collection time, corrections and later changes. Preserve the references needed to investigate. |
| Recovery of deleted reporting evidence is requested | Escalate to the responsible data owner. Do not promise replay or restoration without an available, verified source. |
Support should retain the organization and job references, observation time, explicit state and business impact. Managers and executives need the confirmed outcome, remaining scope and responsible owner. Share sensitive record contents only through the approved access path.