The stages of a record’s lifecycle – Record Manager by Qoria

This article is for all users.

A record’s lifecycle has several stages: creation, review, update, closure, retention and deletion.

Stage	Description	Good to know
1. Record creation	A DSL or a Staff creates a Safeguarding Concern, Behaviour Incident, or General Notes record.	Behaviour Incidents must be turned on for all users. Otherwise, only DSLs can log them. See: Create a Safeguarding Concern record Create a Behaviour Incident record Create a General Note Create a record from Monitor alerts
2. Record review	A DSL reviews the details of the new Safeguarding Concern or Behaviour Incident record and marks it as ‘Read’. The record’s status becomes ‘Open’.	See: Change a record's status Review a record's details
3. Record updates	During this stage, the DSL can update the record, including sending replies, adding referrals, or attaching documents as evidence that appropriate action has been done to process or resolve the record.	See: Update a Safeguarding Concern Update a Behaviour Incident Add a referral to a record
4. Record closure	When all actions and decisions have been completed on the record, the DSL can mark it as ‘Closed’. The record’s status changes to ‘Closed’. It remains in the student’s Chronology and moves with them if they transfer to another school. The closed record is included in the school’s reports, whether the student stays with them or moves to another school.	Closed records can’t be reopened. See: Delete a record Manage student transfers
5. Record retention	The record is retained in the system until the school chooses to delete it or the student moves to another school.	Record Manager doesn't keep the records of students who’ve changed schools. When students transfer to new schools, their records move with them. Schools should follow current regulations on data retention, security and privacy.
6. Record deletion	A record can be deleted when: It was created in error. A DSL requests for its deletion.	For records involving multiple students, only the record for the student whose case has been resolved is deleted.