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GRC - What is best practice or has anyone implemented archiving data types?

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As a GRC user, I’m exploring options to archive certain data types within Workiva so that historical information remains visible on existing records, but is no longer selectable when creating or editing new records (e.g., audits, risks, or controls).

Use cases:

  1. User leaves the organisation – I want to retain their name on past records (e.g., as an assignee or contributor), but prevent them from appearing in the user dropdown when assigning roles in new records.

  2. Business unit restructuring – I’d like to archive business units that are no longer active, keeping them visible on historical records but excluding them from selection in new entries.

Has anyone implemented a solution or workaround for this? Would love to hear how others are managing similar scenarios.

Thanks in advance!

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  • Udo

    Good question! If you find a solution, tell me. I've asked similar question years ago. Haven't found a perfect solution so far. My workaround is:

    * keep user in user management without any roles. If you delete a user, the history in your documents will show changes by 'unknown user'.

    * keep records in person data type with name prefix 'Z_'. This will ensure the person still exists in historic controls or requests. They will still appear in any dropdown list but at the end and for most people this indicates an inactive record.

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