Close matters, clients and employee records without losing traceability
Objective. Apply a non-destructive end-of-life process to matters, clients, employees and reference codes while preserving the operational, accounting, tax and audit history that must remain accessible.
What you will learn
- Distinguish ending or deactivating a record from destructive closure or deletion.
- Review dependencies before changing the status of a matter, client or employee.
- Understand the different purposes of history, backups, retention and NF525 tax archives.
Recommended workflow
- Inventory open events, deadlines, budgets, time, expenses, draft invoices, issued documents and payments linked to the record.
- Reassign future responsibilities and complete, correct or document outstanding transactions.
- Use an ended, departure or inactive status whenever it meets the business need and retains history.
- Before any destructive operation, follow the authorised retention, backup and, where applicable, NF525 archive procedure and record the decision.
Checks before continuing
- A filtered-out record is not assumed to have no dependencies.
- Issued invoices, payments and audit evidence remain accessible for the required retention period.
- A backup is not treated as a substitute for a tax archive or a documented retention procedure.