Archived records
- Owner
On this page
When someone deletes a patient, treatment record or lab result, Clinicify archives it rather than destroying it straight away. Archived records lists everything archived across your clinic, shows when each item will be permanently deleted, and lets you restore it until then.
Before you start
- Only owners can see archived records and restore them.
Steps
- Open the account menu at the bottom of the sidebar and select Clinic settings.
- Under Data & privacy, select Archived records.
- Find the record. Each row shows:
- its type: Patient, Treatment, Lab result, Appointment or Note
- what it is and, for anything other than a patient, whose record it belongs to
- when it was archived and the date it will be permanently deleted (“deletes 14 Aug 2033”)
- created in error if it was deleted as a mistake
- Select Restore next to the record.
What happens next
- The record leaves the list and is back where it was, for example on the patient’s record or in the patients list.
- The restore is recorded in the audit trail.
Why the deletion dates differ
The date comes from your retention schedule:
- Records for a patient with clinical history are kept until the end of the retention period, which can be years away.
- A patient with no clinical history is deleted after the operational period (90 days by default).
- Anything deleted as created in error is deleted after the undo window (7 days by default).
Once that date passes, the record and any files attached to it, such as lab report PDFs and treatment photos, are permanently deleted. It can’t be restored after that.
Good to know
- If there’s nothing archived, the page shows No archived records.
- To go back to your retention settings, select Data & retention at the top of the page.
- Restoring a patient who had asked for erasure also clears their erasure request. Only do this if you’re sure; see Handling patient data and erasure requests.
- Custom checks, staff compliance records and governance reports aren’t archived. Deleting them is permanent.
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Related articles
- How long records are kept How Clinicify holds clinical records for the NHS-recommended retention period, what happens when records are deleted, and how owners change the periods.
- Archive and restore a patient Remove a patient from your active list while keeping their clinical records for the required retention period, and restore them if you need to.
- Delete a record created in error Archive a treatment record so it's kept for the retention period, or, as an owner, permanently delete one that was created by mistake.
- Handling patient data and erasure requests Respond to a patient's request to see, correct or erase their data, and how erasure works alongside clinical record retention.