Many organizations have documents that need to be deleted for a number of reasons, such as:
- The document contains identifying patient information
- A CRO uploaded a document from the wrong sponsor
- The document is a duplicate
Regulatory agencies often require companies to maintain records of documents deleted from systems, including details such as the reason for deletion. When enabled by an Admin, Vault can store this information using the Document Deletion object.
To delete a document with reasons:
- Open the document.
- Click the Actions menu and select Delete Document with Reason.
- In the Permanently Delete Document Version dialog, select a Deletion Reason.
- Optional: Enter Deletion Comments.
- Click Delete.
Note: Deleting a document in this way permanently removes it from your Vault. You will not be able to access or recover this document once you delete it.
When you perform the Delete Document with Reason action, Vault creates records for the following two objects:
- Document Deletion: This object record stores the Reason for Deletion, Deletion Comments and the document metadata, including the Studies, Countries, and Sites.
- Related Study, Study Country, Study Site: This object record joins the applicable Document Deletion and Quality Issue records.
Related Permissions
You can manage Document Deletion logs with the standard System Admin or Vault Owner security profile. If your Vault uses custom security profiles, your profile must grant the following permissions:
| Type | Permission Label | Controls |
|---|---|---|
| Security Profile | Objects: Document Deletion: Create | Ability to create Document Deletion records when deleting documents. |
| Security Profile | Objects: Quality Issues: Edit | Ability to edit Quality Issue records when deleting documents. |
| Document Role | Delete Document | Ability to delete documents. |