If something has disappeared from your RailScanPro inventory, it's almost certainly recoverable. Here are the most common scenarios.
Scenario 1 — Item Was Accidentally Deleted
Deleted items go to a Recycle Bin before permanent deletion.
- Go to Asset Management → Deleted Items (link in the left sidebar, below the main list)
- Find your item — deleted items are listed by deletion date
- Click Restore to move it back to your active inventory
Items stay in the Recycle Bin for 30 days (90 days for Founding Members) before permanent deletion. If your item was deleted more than 30 days ago, contact support — we may be able to recover it from a backup.
Scenario 2 — Items Are Hidden by a Filter
This is the most common cause of "missing" items — an active filter is hiding them.
- Go to Asset Management → All Items
- Look for the Active Filters bar at the top of the list
- Click Clear All Filters
- Your full inventory appears
Tip: If you've saved a Quick View filter, check that its criteria don't exclude the item you're looking for.
Scenario 3 — Items Are in a Different Collection
If you've organized items into Collections, an item might appear to be missing from "All Items" if you're viewing a specific collection.
- In Asset Management, make sure you're viewing All Items, not a named collection
- The collection indicator is shown in the breadcrumb at the top: "Asset Management → All Items" vs. "Asset Management → On Layout"
Scenario 4 — Account Plan Limit
If your subscription has lapsed and you're over the Free plan's 100-item limit, items over the limit appear in read-only/archived mode.
- Go to Asset Management → Archived Items
- Items are shown but marked as "Archived — upgrade to edit"
- Reactivate your subscription or delete items to get under the 100-item limit and restore full access
Scenario 5 — Wrong Organization
If you're a member of a Club or Museum organization, make sure you're viewing the right organization's inventory:
- Check the organization switcher in the top navigation bar
- Select your personal account (not the club) to see your personal items
- Select the club to see shared club inventory
Items don't transfer between organizations unless you explicitly loan or transfer them.
Requesting Data Recovery
If none of the above applies:
- Contact support at support@railscanpro.com
- Include: your account email, approximately when the data disappeared, and a description of what's missing
- We retain full database backups for 30 days and can often restore specific records
Next Steps
- Exporting Your Data — create a backup so you have your own copy
- Organizing Collections — prevent future confusion with clear organization