Archiving 4.0 (not available in 4.1 yet)

You will still be able to archive metrics [from Organization, Department and Individual Connection tabs] and projects from Organizations and Departments.  Once an item is archived, you may delete it or reset the metric information on the main tab – and still be able to view the archived item by clicking the view archive symbol.  The archived item will no longer be available for editing.  The archived item will be date stamped so you will know when the item was archived.

Only the Site Administrator will have the authority to archive these elements.  If the Site Administrator archives from the Site Admin tab, the Site Administrator will be able to archive the entire site at one time. 

When you click the archive symbol on the archive module on the Site Admin page, it will take a few minutes to do the archiving before you will see the archived metric or projects on the site admin archive module.  Also, once the archiving process has completed, when Users go to the specific Organization or Department tab and select the archive symbol, Users will see the newly archived metrics and projects.  The list of metrics and projects will not necessarily appear as they do on the list on the main tab.  However, you can use Control F (or the search function in Internet Explorer or Firefox) and type in the name of the metric or project and it will take you to that item and you can open it from the archive window.  Once the metric or project has been archived, they can edit/delete the metric/project on the main page (as the original is now archived).

Or the Site Administrator, upon request, may archive metrics or projects from across the application.  Archiving done from the individual modules can be done by using the check mark, select the metric or project you want to archive, then click on the archive symbol.  The selected items will be archived. 

To view the elements of that module that have been archived, click the view archive symbol. 

How to archive is also explained on page 87 of the Version 4.0 Site Admin Manual.  Archiving needs to be done using 4.0 as Version 4.1 archiving is not available yet.

What gets archived

What gets archived are the metrics and projects from Org and Dept tabs as well as individual personal metrics.  The Site Admin person can also go to the actual dept or org and archive a single metric or single project by checking the check mark and clicking the archive function. (that is if she doesn’t want to archive the entire site.)  Dialogs are already “archived” by being saved by date – they never come off unless they are deleted (and they should be saved in PDF or printed before completely deleted.)  Basic Roles are NOT archived per se or “saved” like dialogs.  If you want to “save” a specific basic role, print, print to PDF, or save Individual Connection report that has the current Basic Role.  However, your Individual Dialogs will also have the Basic Role information as well as percentages. 

What you should archive

We recommend that the site be archived at the end of the year using archiving in 4.0 (4.1 archiving isn’t ready yet – the user would also have to view any metric or project archived in 4.0 until 4.1 archiving is completed).  After the site has been archived, look at the list of metrics on the main page – open the metric and delete past metric trend data – say anything in trend data 2011 and earlier. Then look at completed projects.  Are there any that you would “reuse” the list of tasks?  If so, create a status call “templates” and copy the project to “templates” -then delete projects that have been completed (you can always see them again by using the archive feature in 4.0 so the projects or metrics aren’t “forever deleted.”)  Projects that have been completed with 2011 end dates should be deleted – also maybe even some from 2012 if you want to have a “shorter” page.  Keep in mind an archived project cannot be brought back “alive” easily.  (However, you could ‘undelete” using the delete feature in 4.1 if you decided you wanted the project or metric back on the live page.)