How to Archive and Restore Students
Archive inactive students while preserving their records for compliance.
Last updated 16 Oct 2026
How to Archive and Restore Students
RTObase uses an archive system instead of deletion to preserve student records and their audit history. Your RTO remains responsible for the retention periods that apply to each record type.
Access required
Choose the task you are doing. Each row is a separate action.
| Task | Required access |
|---|---|
| Find an active or archived learner | Students: View |
| Archive a learner | Students: Edit |
| Restore a learner | Students: Edit |
Why archive instead of delete?
Deleting student records would:
- Break audit trails
- Invalidate AVETMISS reporting
- Violate ASQA compliance requirements
- Remove evidence of training delivery
Archiving preserves all data while hiding inactive students from day-to-day views.
When to archive a student
Archive students who:
- Have completed all training and are unlikely to return
- Were duplicate records created in error
- Enquired but never enrolled
- Withdrew and won't re-enrol
Note
If a duplicate record has accumulated enrolments, payments or other history, use Merge Duplicate Students instead of archiving it, the merge moves everything onto one active record and archives the sources automatically. A merged source displays a banner on its profile linking to the active record; to bring one back, reverse the merge rather than using Restore.
Warning
Don't archive students with active enrolments. Complete or withdraw their enrolments first.
How to archive a student
Open the student profile
- Navigate to Students
- Find and click on the student's name
- Click the Edit button
Archive the student
- Scroll to the bottom of the edit panel
- Click the Archive button (in the bottom-left)
- Review the confirmation dialog:
- It will warn if the student has active enrolments
- Shows what archiving means
- Click Archive to confirm
What happens when you archive
When a student is archived:
| Before | After |
|---|---|
| Appears in main student list | Hidden from main list |
| Can create new enrolments | Cannot create new enrolments |
| Receives communications | Excluded from bulk communications |
| Shows in search | Only shows with "Archived" filter |
Data preservation
All student data is preserved:
- ✅ Personal details
- ✅ AVETMISS data
- ✅ Enrolment history
- ✅ Assessment records
- ✅ Certificates issued
- ✅ Communication logs
- ✅ Payment history
- ✅ Notes and checklists
Finding archived students
To view archived students:
Open the Students page
Navigate to Students in the sidebar.
Change the filter
- Click the status filter above the list. It shows Active by default
- Tick Archived and untick Active to see only archived students
- Or choose All statuses to see both active and archived
Archived students display an "Archived" badge on their profile.
How to restore a student
If an archived student returns or was archived by mistake:
Find the archived student
- Go to Students
- Tick Archived in the status filter, or choose All statuses
- Find and click on the student
Restore the student
- Click the Edit button
- Scroll to the bottom of the edit panel
- Click the Restore button
- Confirm the action
The student will immediately:
- Appear in the active student list
- Be available for new enrolments
- Receive communications again
Bulk archiving
To archive multiple students at once:
- Go to Students
- Select students using the checkboxes
- Click Actions → Archive Selected
- Confirm the bulk action
Tip
Use this when cleaning up after an intake period or migrating from another system.
Compliance considerations
ASQA requirements
ASQA requires RTOs to retain records of issued AQF certification documentation for 30 years and assessments submitted by a student for at least two years after the student completes the training product. Other rules may require longer retention. Archiving helps you:
- Keep records accessible for audits
- Maintain data integrity
- Demonstrate training delivery history
- Generate historical AVETMISS reports
Data retention
RTObase does not delete archived student data automatically. Set your RTO's retention schedule by record type using ASQA's practice guide, any funding or licensing requirements, and your privacy obligations. If you need to delete data that is no longer required, contact RTObase support.
Common questions
Can I archive students with active enrolments?
No. You must first:
- Mark their enrolments as Completed, or
- Mark their enrolments as Withdrawn
Then you can archive the student.
Will archived students appear in AVETMISS exports?
Yes, if their enrolments fall within the reporting period. Archiving doesn't affect AVETMISS reporting.
Can archived students log into the portal?
No. Archived students cannot access the student portal. Restore them first if they need access.
How do I distinguish archived from deleted?
RTObase doesn't delete students at all. If a student isn't appearing:
- Check if they're archived (use the filter)
- Search by email to find them
- They may have been created under a different name
If you genuinely can't find a student record, contact support.
Keep going
How to Edit a Student →
Update student details, contact information, and AVETMISS data.
How to Add a Student →
Create a new student record with personal details and AVETMISS compliance data.
Merge Duplicate Students →
Safely consolidate duplicate student records without losing enrolment or compliance history.