Record Maintenance

Overview

Record maintenance is the work after filing: correcting facts, updating status, keeping action notes current, maintaining appeal paths, resolving stale restrictions, and linking identity profiles without overstating certainty.

Maintenance should make the record easier to audit, not merely quieter.

Flowchart

flowchart TD
  review["Scheduled or triggered record review"] --> detail["Open Report Detail"]
  detail --> stale{"Any stale or wrong state?"}
  stale -- No --> handoff["Record no-change review if needed"]
  stale -- Yes --> update["Open Manage Report"]
  update --> save["Save corrected fields"]
  save --> verify["Verify revision history"]
  verify --> linked{"Related records affected?"}
  linked -- Profiles --> profile["Update Person Profiles"]
  linked -- Appeals --> appeal["Review appeal state"]
  linked -- Bans --> bans["Review Bans"]
  linked -- No --> done["Maintenance complete"]
  profile --> done
  appeal --> done
  bans --> done
  click detail "../surfaces/report-detail/" "Open Report Detail docs"
  click update "../surfaces/manage-report/" "Open Manage Report docs"

Maintenance checklist

Item	Where to verify	What to check
Status	Manage Report / Detail	New, Triage, Investigating, Resolved, or Closed still matches reality.
Severity	Manage Report / Detail	Urgency still matches current risk.
Evidence links	Detail	Links, screenshots, and notes are still useful to reviewers.
Action notes	Manage Report / Detail	Actions are explained and match selected action types.
Ban scope	Bans / Detail	Community-only or event-impacting scope remains correct.
Appeal process	Manage Report / Detail	Restriction review path is still accurate.
Network review	Cross-ban Requests / Ban Appeals	Decision and appeal state still match current policy.
Person profiles	Person Profiles	Links and aliases still reflect evidence-backed identity grouping.

Inputs and controls to maintain

Input or control	Maintenance action
Status and severity	Re-check during scheduled review and after new evidence.
Action types, local action type, ban scope, and action ends at	Keep restriction state aligned with current decisions.
Action notes and appeal process	Update when action rationale or review path changes.
Cross-community recommendation and decision state	Confirm whether network review is still active, decided, or no longer needed.
Appeal reason, review notes, and revisions	Verify current appeal state before closing related work.
Profile aliases, linked reports, and audit log	Remove weak links and keep identity notes evidence-backed.

End-to-end operator runbook

1. Open Detail: Start from the rendered record and revision history.
2. Compare reality: Check whether status, severity, action, evidence, or appeal path changed.
3. Edit precisely: Use Manage Report for report fields and Profile page for identity links.
4. Verify side records: Check Bans, Appeals, and Cross-ban Requests if restrictions changed.
5. Close the loop: Leave a handoff with report number, fields changed, and remaining risk.

Common mistakes

Do not mark old reports Closed just because they are old. Closed should mean the record is intentionally ended, invalid, or no longer active for a documented reason.