Get our organization's old records back

For organization admins. This is for events that were deleted for good, and for everything your organization holds before it closes.

Your organization keeps its own records: atduty holds them while you use it, but it is not your organization's system of record. The export is your copy. Take one regularly and keep it; every admin is also reminded by email once a year, as your organization's year ends.

What is kept

• When one of your events is deleted for good, a read-only backup copy of it (the event, its registrations and its files) is kept for as long as your organization's setting Keep an archive of deleted events says: 5 years unless you changed it, or nothing if it is off. You find it in Profile, look and languages, under Archive of deleted events.
• Nothing else that was deleted is kept.
• That copy is a backup kept on your instructions, not your organization's record. Your record is the export you keep.

Get a copy

1. In atduty: open Export or close and choose Prepare an export.
2. In your email: every admin is told when it is ready. Back in Export or close, choose Download. A large export comes in numbered parts, each with its own button: download every part, then unzip them all into one folder. The download is kept for a few days only.
3. In the zip: your current data is one CSV file per kind of record: everything your organization keeps here, from registrations and attendance to payments, memberships, certificates, marks, scores and volunteers' hours, waivers and clearances. The files come with it, in the folder named files: answer uploads and check-in photos, files on messages and announcements, and certificates and letters as the page atduty prints. The file named files.csv says which record each one belongs to and which part it is in. The README says what the files are, and which pictures you download from their own pages instead. Each kept deleted event is in its own folder inside the folder named archived_events.

If your organization is closing

• Export first: once the data is deleted, it can't be recovered. Make it before the closing days end. Kept deleted events come with it, and are then deleted with the rest.

If it doesn't work

• Expired: the download was not taken in time. Prepare a new export.
• An event you need is not in archived_events: it was deleted while the setting was off, or its kept period has ended. Nothing more of it can be recovered.