Archive

Owned by Debby Gibson
Last updated: Apr 13, 2021
2 min read

Files are archived, either:

  • manually, one-by-one by a staff member deleting a file;

  • manually, via a complete folder by a staff member deleting the folder; OR

  • automatically based on the folder properties.

When a file is automatically archived, the system bases the archive on the Last Modified date of the file.  If the folder properties show that the contents should be archived after say 60 months, then any file that has not been modified for 60 months will be archived.



To access all the files which are currently sitting in “Archive”, click on the Archive menu item on the left. Only staff members who have been granted access to it can see these files.

Files in Archive cannot be edited, locked, or checked out. They can be viewed, downloaded, and Restored from Archive, which moves the file back to the folder from which it originally was archived.

If an existing file with the same name is found, the restore creates a new version of the file if the content is different.

If a file is restored shortly after archiving and prior to the cleanup of previous versions (this occurs nightly), prior versions will re-appear against the file, thus providing an undo facility in the event of accidental incorrect archiving.

Watch the Video

The archiving process:

Archived documents are moved from the Client and Document display and are only accessible via the Archive menu. When a document is initially moved to Archive, both the current version and all prior versions are moved.  The Prior versions are only retained in Archive for a period of 14 days. At this point only the current version of the document is stored in Archive.  If a document is restored from Archive after a period of 14 days, only the current version will be restored.