Archive Data

Archives are no longer required to minimize database size, but are included for departments that wish to use it. FH does not 'keep track' of the archive once it is created. This means that FH updates will not automatically be applied to your archives, and if the archive folder is deleted FH will not be able to access the archive. If you choose to create archives, an orderly approach is crucial. We recommend a single archive folder, with descriptive sub-folders for each archive created. Store the archive on a shared drive that is properly secured and mapped so that the right people can access and maintain them.

Caution: Make sure you have a good backup before you begin. You may want to keep this backup until you have verified the archive.

Information on verifying the archive is available in Review Archived Data.

  1. Select the Administration menu, the Database Administration option, then the Archive Database option.

    The Data Archive form is displayed.

  2. Select the data directory that is to be archived.

  3. Select the date range for archiving data.

    Choose this To do this
    Last Calendar Year: Archive all records dated on or before the last calendar year (Last day of December of previous year).
    Last Fiscal Year Archive all records dated on or before last fiscal year (as defined in Administration Options).
    Custom Date:

    Archive all records dated on or before the date you specify.

  4. Type a name for the archive in Archive Name.

    Note: We recommend that you always direct the archive to a centrally located folder on a hard drive (e.g., a folder in the FH program folder). If you do archive to removable media, archive to a folder on the removable media rather than the root drive

    Example: G:\Archive instead of G:\

  5. Select the destination of the archive directory.

    If you select the directory of an existing archive, the data archive will be merged with the existing archive.

  6. Check Delete Source Records after Archive if you want all archived records to be removed from the selected database.

  7. Check Skip records already in archive to skip records that are already included in the archive.

    Warning: You must have a good backup before you perform the next step.

  8. Press Select Modules... to select modules.

    The Select Modules to Archive form is displayed.

  9. Select modules to archive, then press OK to close form.

  10. Press OK to archive.

    If you have a large number of records in one module, (usually personnel and training activities), archiving these records will take a long time. The amount of time depends on your machine's processor, hard drive space and RAM.

 

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