Company administrator only
Lock and unlock are not available to general users.
Included as standard
Preserve the record when it matters
When an employee record may become material to an external regulatory investigation, an industry safety inquiry, or an internal investigation, the record must not change underneath the reviewers. Profile lock freezes the employee record at a point in time, only a company administrator can apply or release the lock.
RAIB requests and the SPOC
When the Rail Accident Investigation Branch (RAIB) opens an inquiry, your organisation nominates a Single Point of Contact (SPOC). The SPOC is the person investigators liaise with on evidence, access and the employee records they need to review.
In normal practice that role sits with the company administrator. In Rail Intel CMS, only a company administrator can apply or release a profile lock, so the SPOC can freeze the relevant record when it becomes material and keep it stable for the duration of the inquiry.
Evidence preservation for investigations
Before the lock is applied, the administrator must record a reason. Every section of the record then becomes read-only for all users until an administrator unlocks the profile. The record remains readable for review and export, but amendments that would alter the evidential snapshot are blocked.
That gives investigators and your assurance team a stable artefact to work from, whether the inquiry is external, from an industry safety body, or internal to your operation.
Point-in-time preservation
For ORR, RAIB or internal investigation workflows.
Read-only across every section
Until an administrator releases the lock.
Reason required
The lock, who applied it and why are retained in the audit trail.
Everything here is included
These capabilities are part of core Rail Intel, gated only by the permissions you assign. Optional modules extend them further.
Frequently asked questions
Who can lock an employee profile?
Only a company administrator can lock or unlock a profile. General users cannot apply or release a lock.
What happens while a profile is locked?
Every section of the record becomes read-only for all users — medicals, competence, training, incidents, cycles, notes and documents cannot be added, changed or deleted until an administrator unlocks the profile.
Is a reason recorded when a profile is locked?
Yes. The administrator must enter a reason before the lock is applied. The lock, their name and the reason are written to the audit trail.
Why does Rail Intel include profile lock?
When an employee record may become material to an investigation, its evidential value depends on it not changing while reviewers examine it. Profile lock supports that requirement for inquiries led by the Office of Rail and Road (ORR), the Rail Accident Investigation Branch (RAIB) and your own internal investigations. During a RAIB inquiry, your organisation nominates a Single Point of Contact (SPOC), the person investigators liaise with on evidence and access. In Rail Intel CMS, that responsibility sits with the company administrator: only they can apply or release a profile lock, and they must record a documented reason when they do. The record is then preserved at a point in time and every section becomes read-only until the lock is released. That gives regulators, investigators and your assurance team a stable artefact to work from, not a record that has been amended under review.
What is a SPOC in a RAIB inquiry?
SPOC stands for Single Point of Contact. During a RAIB inquiry, your organisation nominates a SPOC as the person investigators liaise with on evidence and access. That role would normally be the company administrator — the same role that applies and releases profile lock in Rail Intel CMS.