> This is the Markdown of a Backed Help Centre page, https://admin.backed.giving/help/administrator/applications/records-export.md. Every page is listed at https://admin.backed.giving/help/llms.txt.

> This page uses Backed's default terms, such as Funding Round and Application Template. An organisation may rename them, so read each as your organisation's own term if you've renamed it.

A records package is a ZIP file of everything Backed holds about an application, ready to file in
your records management system (EDRMS). It holds a PDF of each record and every uploaded file, in
one folder per type of record: the application and its stages, assessments, decision letters,
contracts and variations, milestones, and conversations with internal comments. Two manifest files,
`manifest.csv` and `manifest.json`, list every file in the package with its record type, Backed ID,
application number, title, dates, author, a SHA-256 checksum and your external record number.

## Export one application's records

1. Open the application and select `Export records` in its actions.
2. Wait while Backed prepares the package, then select `Download`.

The package holds the records as they are at the time. Export again after any change.

## Export a whole round's records

1. Open the actions menu (`⋮`) on the grant round and select `Export records`.
2. Backed prepares the package in the background, with one folder per application, and emails you
   when it is ready.

## Record the external record number

The external record number is the number your records system files the application under. Every
package exported afterwards carries it in its manifest.

1. Open the application. `External record number` is shown with its other key facts, or
   `Not recorded` if there isn't one yet.
2. Select the number (or `Not recorded`), type the number and press Enter or select `Save`.
3. To clear it, empty the field and save.

If someone else changed the application since you opened it, Backed says so. Check the
application and save the number again.

## Who can do this

Exporting records and recording the external record number need permission to access funding
applications and to generate reports, with Full Access to the application. A round can be
exported only when you have Full Access to every application in it; otherwise Backed says
`You need Full Access to export these records.` and exports nothing.