Archive work records before removing access
Preserve required context and verify retrieval before account changes.
Preserve the records and context you are required to keep before removing access. Verify retrieval with the future reviewer’s permissions; a downloaded file is not automatically a usable archive.
Identify the owner and retention decision
Assign an owner for historical records and unresolved corrections. Establish the organization’s applicable retention and deletion requirements through the appropriate adviser or policy; this guide does not prescribe a legal retention period. Separate records needed for a defined purpose from unnecessary activity detail. Do not keep everything indefinitely because storage is convenient.
Create a usable archive package
Keep the untouched exports, date range, reporting zone, field dictionary, project/contributor mapping, review state explanation and batch register together in an authorized location. Include the product and report configuration needed to interpret them. Avoid adding passwords, access tokens or unrelated personal information. Store any transformation method separately so the original remains identifiable.
Test retrieval before removing the account
Have the designated future reviewer locate a fictional or approved sample record, identify its contributor and project, explain its unit and connect a correction to the accepted batch. Verify that the required role can access the archive without the departing person’s login. DeskTime documents role-scoped exports; downloading from one account does not establish another person’s future access.
Finish with a deliberate access change
Transfer unresolved review responsibilities and document the effective date of the change. Confirm the current provider’s account-removal and data-retention behavior before acting; do not assume archiving, disabling and deleting have the same effect. If any required record cannot be retrieved, pause the removal and resolve that gap. Record completion without presenting it as a guarantee of legal compliance.
Continue this work-record check
Use the linked guide for the next decision in this workflow. Keep your original records separate from experiments and record any unresolved requirement before changing a live process.
Sources and boundaries
Primary documentation supports the dated product facts. Proposed checks and fictional examples are our editorial method, not observed product results.
- DeskTime — roles · checked September 23, 2026
- DeskTime — export · checked September 23, 2026