What options are available for archiving old files?
I have a client who, as an Insurance Agent, needs to keep records up to 7 years. However, after that period he is no longer legally obligated to keep track of those records. The Archival part comes in, however, a little before that 7 year mark. What options are available for both having access to the files, and true archival where it would be stored in a secure location, and possibly compressed into a smaller file size?
I saw mention (can't quite recall at the moment) about using Work Flow. Are there any Work Flow demonstrations presently available that I could look over to understand how this would work?
Are you asking for hardware recommendations, best practices for record archival, or how to use Laserfiche products (such as the Records Management Edition) to help with record keeping needs?
I want to know the best practice for Archiving. As I said, I saw somewhere a mention of using Work Flow to Archive old documents. So, I would like to know how to best archive old documents. So, what are my options? Are there any demo Work Flows/Vids that I could look over?
Hi Caleb,
The most simple solution is to create a new volume, mark it as compressed and, optionally, locate it on cheaper storage.
Next create a "Archived" folder structure and assign it the new volume. Finally create a scheduled workflow to move records (matching your eligibility criteria) to the new folder structure. Security can be used to manage access.
Another option is create a new repository and follow pretty much the same steps above. However, if you don't have Rio, you'll probably need to purchase an addition repository license.
-Ben
Ok, so I am trying this out, and I'm guessing that I would need to create a Search Query to determine documents that are older than a certain date. I have a query, but so far it looks like I can only set a query for older than a specific date. Is there a way to set a "dynamic date" query?
There's an activity in the current version called "date token calculator."
Otherwise, you can use some scripting to perform date calculations.
Laserfiche is compatible with any type of storage medium, which means you have a wide variety to choose from. You can read about some of the more popular volume storage options in our online help files.
Depends on you definition of archive;
Should the documents be available in the main repository, in a secondary repository, a place holder in the primary repository, or simply backed up. (more options?)