Internal notes document decisions, context, and follow ups.
They are not public and do not affect archive status.
Frequently Asked Questions
Internal Notes
What are internal notes for?
Who can see internal notes?
Only users with archive permissions can view notes.
How do I add a note to an archived item?
- Go to Archive Management (
/admin/digital-asset-inventory/archive) - Find the archived item
- Click "Notes" in the Operations column
- On the notes page, enter your note in the text area (max 500 characters)
- Click "Add Note"
The note is immediately saved and cannot be edited or deleted afterward.
Note: You can add notes to items at any status: queued, archived (public or admin), or even terminal states (archived deleted, exemption void).
Can I edit or delete a note?
No.
Notes are permanent to preserve an audit trail. Corrections should be added as new notes.
What's the difference between Initial Note and Notes Log?
| Component | When Created | Purpose | Editable? |
|---|---|---|---|
| Initial Note | At archive creation (Step 1) | Original context for archiving | Only via archive edit form |
| Notes Log | After archiving | Ongoing administrative comments | No (append-only) |
Both are displayed on the notes page:
- Initial Note appears at the top in its own section
- Notes Log entries appear below, newest first
This separation preserves the distinction between the original archiving context and later commentary.
Are internal notes included in exports?
No. Internal notes are excluded from:
- Archive audit CSV export
- Public Archive Registry
- Any public-facing pages or reports
Notes are administrative metadata, not part of the archived material or compliance documentation. They exist solely for internal tracking purposes.
Why can't I see the Notes link?
Several reasons the Notes link may not appear:
| Situation | Explanation |
|---|---|
| No permission | You need "Archive digital assets" or "View digital asset archives" permission |
| Archive feature disabled | Notes are only available when the archive feature is enabled |
To add notes: You need the "Archive digital assets" permission. Users with only "View digital asset archives" (read-only) can view notes but cannot add new ones.
Contact your site administrator if you need notes access.