Winter Reminder for Members to review their Users

As we approach the end of the year, 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.

We recommend archiving these records by navigating to the relevant User record and then selecting the Audit tab, where the status of the account can be updated from ‘Current’ to ‘Archived’ in the ‘State’ field. Archiving a User 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.