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Official Records

Official Records is the home for your organization's most important, finalized documents — things like articles of incorporation, board resolutions, signed policies, and audit reports. These are documents that have been digitally signed and sealed, so they can no longer be changed. The page is built to give you confidence that what you're looking at is the authentic, unaltered record.

Official Records page overview

How to open this page​

From the left navigation menu, open Workspaces → Official Records.

  • Route: documents/official-records
  • Access required: permission to view documents (DOCUMENTS.VIEW). If you don't see this page in the menu, contact your administrator.

What you see on this page​

1. The header banner​

At the top, a banner shows the page title Official Records, an ISO 15489-1 Compliant badge (the international standard for records management), and a large Total Records count of how many official records exist.

2. Summary stat cards​

Four cards summarize the records by their state:

CardWhat it counts
ActiveRecords that are current and in force.
ArchivedRecords that have been moved to archive but are still kept.
RetainedRecords being held under a retention rule.
Expiring SoonRecords whose retention period ends within the next six months.
The records table with columns

3. The records table​

Each record is one row. The columns are:

  • Document — the record's name and its type (for example, Board Resolution or Audit Report).
  • Signed By — who signed/approved the record, shown with an initial avatar.
  • Signed Date — the date it was signed.
  • Status — a colored badge: Active (green), Archived (blue), or Retained (amber).
  • Retention — the date the record is kept until (or Indefinite), with a small progress bar showing how far through its retention period it is.
  • Hash — a short cryptographic fingerprint (for example, a3f8…d12c) that uniquely identifies this exact version of the document. If even one character of the document changed, the hash would change too.
  • Actions — buttons to View Record, Download, and Verify Signature.

At the bottom of the table you'll see a count such as "Showing 5 of 7 records".

Finding a specific record​

  1. Use the search box at the top of the table. You can search by the record's name, its type, or the person who signed it.
  2. Use the filter tabs — All, Active, Archived, Retained — to narrow the list to one status.
  3. Search and filter work together: for example, you can show only Active records that match the word "budget".

If nothing matches, the table shows a "No records found" message — adjust your search or filter.

Working with a record​

For any row, use the action buttons on the right:

  • View Record (eye icon) — open the record to read it.
  • Download (download icon) — save a copy of the signed file.
  • Verify Signature (verified icon) — confirm the record's digital signature is intact and the document hasn't been tampered with.

You can also use the Export button in the toolbar to take a copy of the records list.

Why these records can't be edited​

Official Records are immutable — locked at the moment they're signed. The page makes this explicit in its Immutability Guarantee notice:

Official Records are cryptographically sealed when they're added. No user — not even a Super Admin — can modify, move, or delete a record without an explicit legal-authority review. Every time someone opens or downloads a record, that access is permanently written to an audit log.

This is what gives the records their legal weight: you always have an unbroken trail of who did what, and proof that the document is exactly as it was signed.

The immutability guarantee notice

Tips​

  • Use the Hash and Verify Signature together when you need to prove a record is authentic to an auditor or regulator.
  • Watch the Expiring Soon card so retention deadlines don't catch you by surprise.
  • A record marked Indefinite in the Retention column has no end date — it's kept permanently.

Troubleshooting​

ProblemWhat to check
The page or menu item isn't visibleYou may not have the DOCUMENTS.VIEW permission — contact your administrator.
You can't find a recordClear the search box and set the filter to All; the record may be under a different status.
You can't edit or delete a recordThat's by design — official records are immutable and cannot be changed by anyone.
The list shows "No records found"Your search or filter is too narrow; reset both to see everything.