Pack Archiving and Management

Pack archiving is a critical administrative function that allows authorised users to manage the lifecycle of Safe Work Packs (SWPs). This feature enables organisations to maintain clean, organised pack lists while preserving historical records for audit and compliance purposes.

The archiving system provides two main functions:

• Archive: Mark active packs as inactive, removing them from normal workflows while preserving them for historical reference
• Unarchive: Restore archived packs back to active status, making them available for normal operations again

The following users can archive or unarchive individual packs:

• Administrators (Admin role): Full archiving permissions for all packs
• Responsible Managers (RM role): Can archive/unarchive any pack they manage
• Planners (Planner role): Can only archive/unarchive packs they originally created

Bulk archiving/unarchiving (multiple packs at once) is restricted to:

• Administrators (Admin role)
• Responsible Managers (RM role)

Note: Planners cannot perform bulk archive operations, even for packs they created. This restriction helps prevent accidental bulk operations while allowing planners control over their individual packs.

1. Navigate to Pack: Open the pack you want to archive
2. Access Options Menu: Click the "Options" dropdown button
3. Select Archive: Choose "Archive Pack" from the menu
4. Provide Reason: Enter a mandatory reason for archiving (e.g., "Project completed", "Pack no longer needed")
5. Confirm: Click "Archive" to confirm the action

1. Navigate to Pack Register: Go to the main pack listing page
2. Select Packs: Use checkboxes to select multiple packs with the same archive status
3. Context Menu: Right-click or use the context menu options
4. Select Archive Option: Choose "Archive Selected" or "Unarchive Selected"
5. Provide Reason: Enter a reason for the bulk operation
6. Confirm: Confirm the bulk archive operation

For Archiving:

• Reason (mandatory): A clear explanation of why the pack is being archived
• User Authentication: Valid session with appropriate permissions

For Unarchiving:

• Reason (optional): Optional explanation for restoring the pack
• User Authentication: Valid session with appropriate permissions

1. Permission Check: System validates user has appropriate permissions
2. Status Update: Pack archive status is updated
3. History Entry: A detailed audit trail entry is created for tracking purposes
4. Visual Update: Pack appearance changes to reflect new status

• Strikethrough Text: Pack names appear with strikethrough formatting
• Distinct Styling: Visual indication that packs are inactive
• Context Labels: Clear identification of archived status

• Normal Formatting: Standard text appearance
• Full Functionality: All normal operations available

• Reason Required: Archiving always requires a descriptive reason
• Permission Enforcement: Strict role-based access control
• Audit Trail: All archive/unarchive actions are logged with full details

• Read-Only State: Archived packs cannot be modified
• Historical Preservation: All pack data remains accessible for reporting and auditing
• Workflow Exclusion: Archived packs are excluded from active workflows

Every archive/unarchive operation creates a detailed audit trail including:

• User Information: Name and roles of person performing action
• Timestamp: Precise time in UK timezone format
• Reason: Full reason provided by user
• Status Change: Before and after status values

• Pack History: Archive actions appear in pack history reports
• Compliance Records: Full audit trail supports regulatory requirements
• Data Preservation: Historical pack data remains available for compliance reporting

• Project Completion: When associated work is permanently finished
• Pack Replacement: When newer versions replace older packs
• Regulatory Changes: When packs become obsolete due to procedure updates
• Data Cleanup: During periodic system maintenance

• Be Specific: Provide clear, descriptive reasons
• Include Context: Reference project codes, dates, or replacement packs where relevant
• Follow Standards: Use consistent terminology across your organisation

• Principle of Least Privilege: Only grant archive permissions to users who need them
• Regular Review: Periodically audit who has archive permissions
• Role Separation: Consider separating archive permissions from other administrative functions

"Insufficient permissions" Error

• Verify user has appropriate role (Admin, RM, or pack creator for Planner)
• Check pack ownership for planners
• Confirm user session is valid

"Please provide a reason" Error

• Ensure reason field is completed for archive operations
• Verify reason text is not empty or whitespace-only

Bulk Operation Failures

• Confirm all selected packs have same archive status
• Verify user has Admin or RM role for bulk operations
• Check individual pack permissions

This comprehensive archiving system ensures proper lifecycle management of Safe Work Packs while maintaining security, auditability, and compliance with organisational requirements.