Spring Reminder for Members to review their Users

As we approach the beginning of Spring, we would like to kindly remind members to review their User records to ensure any inactive accounts are archived. To maintain clean data, it is important that only active members of staff at your organisation have a record state of ‘Current’. Whilst Users who do not log into the HEAT database for 60 days or more are automatically disabled, members remain responsible for archiving User records for colleagues who have changed roles or left their organisation.

To archive any Users who no longer require access to the database, please follow the below steps: 

• Navigate to the Users area of the database (members only).
• Find the User record, and in the General tab, unselect the ‘Enabled’ field. This will disable access to the database.
• Switch to the Audit tab, and in the ‘State’ field select ‘Archived’.
• Save the record.

We recommend archiving these records because this is the most effective way to remove a record from your current User list whilst maintaining the Audit trail, which is essential for Data Protection compliance. For more information on how to archive records, members can refer to the Users guidance on File Store.

If you require any further assistance with this request, please contact HEAT Support.