Delete records

1.  Select the document to be deleted.  Multiple documents may be selected at once although you may want to limit the size of batch deletions to 10 for tracking and control purposes.

While documents can be deleted from any Navigation View, it is recommended that Administrators use the Explorer View as this is the only view that will allow you to "undelete" documents.  Undeleting documents is done at the Record Series folder level which may be obscured when using a non-hierarchical view.

2.  There are several ways to delete documents.

• With the document(s) selected, go to the Document Menu and select Delete or,
• Right-click on the selected document and choose the Delete option.

3.  Confirm that you want to delete the selected documents by choosing Yes.  If you have multiple documents selected, the message will ask to confirm that all the selected documents can be deleted; you won't receive a "confirm" message for each document.

If you are unsure about deleting the documents selected, choose No and review the selections before continuing.

4.  If any of the documents selected for deletion have reference links to other documents, a message will ask you to confirm that you want to delete the document.  Deleting the document will eliminate the reference link, but not the document linked to or from (unless it was also selected for deletion).  Respond Yes if you want to examine each document selected for deletion with references.  Respond Yes to All if you do not want to examine each document selected for deletion with references.

5.  After confirming to delete the document(s), you will be asked if you want to Purge Document(s) at Next Scheduled Purge Date.  (Note:  Documents are purged manually from the VPUO vault when the Administrator runs the Purge Documents Tool.  Automatic purges are not scheduled.) 

Respond Yes to have deleted documents purged when the Purge Documents Tool is run.  Before documents are purged from the vault, they may be retrieved and restored by undeleting (see step 6).

6.  Note that once a document is purged, it is gone from the vault completely and cannot be retrieved using the Undelete option.  To retrieve and restore a document that has been deleted, navigate to the record series folder in the Explorer View.  Right-click on the record series folder and select Undelete. 

If there are deleted documents that have not yet been purged, a list of these documents will be displayed.  Select the document that you want to restore and click the Undelete button.  The document will show up again in the record series folder.