Section 02 · The Vault
Managing your evidence library
How to edit, archive, and delete evidence items in your Vault, and how to keep your library clean as your case evolves.
After reading this article you can
- Edit evidence item titles and categories
- Archive items you no longer need in active view
- Understand what deletion means and when to use it
Your Vault will grow over time. Older reports get superseded, case directions change, and some documents become less relevant. Keeping your library maintained makes the Vault more useful.
Editing an evidence item
Open any evidence item and select Edit (pencil icon). You can change:
- The title
- The category
- The document date (the date the document was produced, not when you uploaded it)
- Any notes you have added to the item
You cannot change the underlying file, to replace a file, delete the item and re-upload the corrected version.
Archiving items
Archiving removes an item from your default Vault view without deleting it. Archived items:
- Do not count toward your free plan limit
- Can be found by switching the Vault view to "Show archived"
- Can be included in bundles if you search for them
- Can be unarchived at any time
Use archiving for documents that are no longer actively relevant but that you want to keep, for example, an early draft EHCP that has been superseded by a final version, or a referral letter from a pathway you did not pursue.
Deleting items
Deletion is permanent. A deleted evidence item, its document analysis, its EHCP flags, and its DLA extracts are all removed and cannot be recovered.
Note
Be cautious with deletion. In SEND cases, documents that seem irrelevant now sometimes become important later, for example, an early report that stated needs were mild may become relevant evidence if you later argue that needs were being underestimated from the start.
Delete only when you are certain a document has no present or future relevance to your case. If you are unsure, archive instead.
Items in bundles
If you delete an evidence item that is included in a bundle, it will be removed from that bundle automatically. If you archive it, it remains in the bundle but is hidden from your main Vault view.
Free plan limit and archiving
Archived items do not count toward your 5-item free plan limit. If you have reached your limit and cannot upgrade, archiving older items will free up slots for new uploads.
What to do next
- 1
Archive your oldest or least relevant documents
If your Vault is getting crowded, archive any documents that are from resolved issues or that have been superseded.
- 2
Move on to SENVault features
With a well-organised Vault, you are ready to run document analyses on your documents and start extracting EHCP flags and DLA evidence.
Next in this section
How document analysis works
SENVault reads your documents and extracts the information most relevant to your case. This article explains what it does, what it reads, and how your privacy is protected.
Related articles
What is the Vault?
The Vault is your secure, private store for all evidence related to your child's SEND case. This article explains how it works, what it stores, and how your data is protected.
Uploading evidence
How to upload files to your Vault, what file types are supported, and how to name and categorise items for easy retrieval later.
Evidence categories explained
A detailed guide to the ten evidence categories in SEN Evidence Vault and which documents belong in each one.
Open the app
Try this in SENVault
Upload, organise, and manage your evidence securely in one place.
Open SENVault