General Information

Archiving Items Guide

In your KCM GRC platform, you can archive items that your team is not currently focusing on. Archiving items can help you organize your account without permanently deleting items that you may need in the future. 

You can archive items in the Compliance Management, Risk Management, and Vendor Management modules of your platform. Then, you can find your archived items in the Archived Items section of your account (Settings > Archived Items).

The sections below contain information about using the archiving feature in each of these three modules. 

Archiving in the Compliance Management Module

In the Compliance Management module of your KCM GRC platform, you can archive controls, requirements, scopes, and custom templates. Then, you can view your archived items in the Compliance Management section of the Archived Items area (SettingsArchived Items). 

Please see the sections below for instructions on how to archive these items and information about what happens after you archive them. 

Archiving Controls

To archive a control, please follow the instructions below.

Note: When you archive a control that is mapped to a requirement, it will appear in the Compliance Management section of the Archived Items area. When you archive a control that is not mapped to a requirement or a risk, it will appear in the Other section of the Archived Items area.
  1. Navigate to the Controls tab of the navigation panel.
  2. Select a control from the Controls Library page.
  3. Click the Archive button. Control Archive Buttonn PNG

Please see below for information about what happens after you archive a control.

  • The control's tasks and task schedules will disappear from the View Control page of the Archived Items area. The tasks will reappear if you unarchive the control, but you will permanently lose the control's task schedules.
  • The scoped requirements that are mapped to the control will unmap from the control. If you unarchive the control, the scoped requirements will map to the control again.
  • The control's Control Health will default to 0 percent. If you unarchive the control, the Control Health will revert back to its original percentage.
  • The control's Risk Treatment Score will not change, when applicable.
  • If the control is mapped to a requirement and a risk, the control will appear in both the Compliance Management section and the Risk Management section of the Archived Items area.
  • You can still view all of the control's documents, evidence, scoped requirements, and mapped risks from the View Control page of the Archived Items area.

Archiving Requirements

To archive a requirement, please follow the instructions below.

Note: You can archive any custom requirements in your account, but you cannot archive managed requirements. Managed requirements have an orange Managed Requirement label in the top-right corner of the View Requirement page. Managed requirements do not have an Archive button. 
Note: If you archive a requirement, the requirement will be removed from any scopes that it exists in. 
  1. Navigate to ComplianceRequirements from the navigation panel.
  2. Find the requirement that you want to archive from the View All Requirements page.
  3. Click the Archive button. Requirement Archive Button PNG

Please see below for information about what happens after you archive a requirement.

  • The requirement will be removed from any scopes that it exists in. If you unarchive the requirement, it will be added back to the scopes.
  • The controls that are mapped to the requirement will unmap from the requirement. If you unarchive the requirement, the controls will map to the requirement again.
  • You can still view the controls that were mapped to the scoped versions of the requirement from the View Requirement page of the Archived Items area.

Archiving Scopes

To archive a scope, please follow the instructions below.

  1. Navigate to ComplianceScopes from the navigation panel.
  2. Find the scope that you want to archive from the View All Scopes page.
  3. Click the Archive button. Scope Archive Button PNG

Please see below for information about what happens after you archive a scope.  

  • The scope's evidence will disappear from the View Scope page of the Archived Items area. If you unarchive the scope, the evidence will reappear.
  • The values in the Scope Self-Assessment and Control Coverage widgets on the Overview tab will change to 0. If you unarchive the scope, these will revert back to their original values.
  • The scoped requirements will still be mapped to the scope. You can still view the scoped requirements from the View Scope page of the Archived Items area.
  • You can still view the Scope Self-Assessment responses from the View Scope page of the Archived Items area.
  • You can still view all of the scope's controls, members, and tasks from the View Scope page of the Archived Items area.

Archiving Templates

To archive a custom template, please follow the instructions below. 

Note: You can archive any custom templates in your account, but you cannot archive system templates. System templates have a System Template: Yes label on the View Template page. You can contact your Customer Success Manager to have a system template removed from your account. However, you will need to delete any scopes that you converted from the system template before they can remove the template from your account. 
  1. Navigate to Compliance > Templates from the navigation panel. 
  2. Find a template that you want to archive from the View Templates page. 
  3. Click the Archive button. Template Archive Button PNG

Please see below for information about what happens after you archive a custom template.

  • You cannot clone the archived template or convert it to a scope from the View Template page
  • of the Archived Items area.
  • You cannot unmap template requirements from the View Template page of the Archived Items area.
  • You can still view all of the template requirements from the View Template page of the Archived Items area.

Archiving in the Risk Management Module

In the Risk Management module of your KCM GRC platform, you can archive controls and risks. Then, you can view your archived items in the Risk Management section of the Archived Items page (SettingsArchived Items). 

Please see the sections below for instructions on how to archive these items and information about what happens after you archive them. 

Archiving Controls Mapped to Risks

To archive a control that is mapped to a risk, please follow the instructions below.

Note: When you archive a control that is mapped to a risk, it will appear in the Risk Management section of the Archived Items area. When you archive a control that is not mapped to a requirement or a risk, it will appear in the Other section of the Archived Items area.
  1. Navigate to Risk ManagementRisk Register from the navigation panel.
  2. Select a risk from the Risk Register.
  3. Select a control from the Controls area of the View Risk page. Control Area PNG
  4. Click the Archive button. Control Archive Button

Please see below for information about what happens after you archive a control. 

  • The control's tasks and task schedules will disappear from the View Control page of the Archived Items area. The tasks will reappear if you unarchive the control, but you will permanently lose the control's task schedules.
  • The risks that are mapped to the control will unmap from the control. If you unarchive the control, the risks will map to the control again.
  • The control's Control Health will default to 0 percent. If you unarchive the control, the Control Health will revert back to its original percentage.
  • The control will stop affecting the Residual Risk Score for the risks that are mapped to the control, so the scores for those risks will change.
  • The control's Risk Treatment Score will not change.
  • If the control is mapped to a requirement and a risk, the control will appear in both the Compliance Management section and the Risk Management section of the Archived Items area. 
  • You can still view all of the control's documents, evidence, requirements, and risks from the View Control page of the Archived Items area.

Archiving Risks

To archive a risk, please follow the instructions below.

  1. Navigate to Risk ManagementRisk Register from the navigation panel.
  2. Select a risk from the Risk Register.
  3. Click the Archive button. Risk Archive Button PNG

Please see below for information about what happens after you archive a risk. 

  • The risk will stop affecting the graphs in the Risk Category Overview section of the Risk Dashboard, so the percentages on the graphs will change.
  • The risk's tags will stop affecting the Top Riskiest Tags section of the Risk Dashboard, so the scores on the chart and graph will change. 
  • The controls that are mapped to the risk will permanently unmap from the risk. If you unarchive the risk, you will have to map the controls again. 
  • The risk will disappear from your Risk Register. If you unarchive the risk, it will reappear.

Archiving in the Vendor Management Module

In the Vendor Management module of your KCM GRC platform, you can archive vendors and questionnaires. Then, you can view your archived items in the Vendor Management section of the Archived Items area (SettingsArchived Items). 

Please see the sections below for instructions on how to archive these items and information about what happens after you archive them. 

Archiving Vendors

To archive a vendor, please follow the instructions below.

Note: Any questionnaire schedules will continue after you archive a vendor, so we recommend that you cancel any questionnaire schedules before archiving a vendor.
  1. Navigate to Vendor ManagementVendors from the navigation panel.
  2. Select a vendor from the Vendors page.
  3. Click the Archive button. Vendor Archive Button PNG

Please see below for information about what happens after you archive a vendor. 

  • The vendor will stop affecting the Vendor Score and Vendor by Status graphs on the Vendor Dashboard, so the data on those graphs will change. 
  • You cannot send new questionnaires to the vendor from the Vendor Details page of the Archived Items area.
  • You can still view the vendor's contacts, qualifying questions, and assigned questionnaires from the Vendor Details page of the Archived Items area.
  • You can still update the vendor's vendor details and qualifying questions from the Vendor Details page of the Archived Items area.
  • You can still nudge the vendor, send a questionnaire link to the vendor, and cancel the vendor's assigned questionnaires from the Vendor Details page of the Archived Items area.

Archiving Questionnaires

To archive a questionnaire, please follow the instructions below.

Note: You can archive questionnaires before you send them to a vendor. After you send a questionnaire to a vendor, the Archive button will be disabled.
  1. Navigate to Vendor ManagementQuestionnaires from the navigation panel.
  2. Select a questionnaire from the Questionnaires page.
  3. Click the Archive button. Questionnaire Archive Button PNG

Please see below for information about what happens after you archive a questionnaire. 

  • You cannot review or configure the questionnaire from the Questionnaire page of the Archived Items area. 
  • You can still clone and export the questionnaire from the Questionnaire page of the Archived Items area.
  • You can still update the questionnaire's basic information from the Questionnaire page of the Archived Items area.

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