Introduction

Data archival permits you to move infrequently used data out of the active database and into the archive database. Examples of data you may wish to archive include closed grants or data from a prior fiscal year. Archiving helps to keep the software operating efficiently, unhindered by large volumes of outdated or unused information. Archiving may be performed as part of year-end tasks.

All reports available in the Accounting Module are available in the Archive Module.

Note:     Once archived, the data can be accessed only through the Archive Module and cannot be restored to the active database.

Archival can also:

• facilitate the year-end process by liquidating encumbrances in the year being closed, and reestablishing those encumbrances in the new fiscal/budget year.
• be used to transfer certain budget balances from the closing fiscal/budget year to the new fiscal/budget year.

To better understand the effects of Archiving/Year End Transfer processing, take a few moments to read that article, here.

Related References

• Understanding the Effects of Data Archival/Year End Transfer Processing

  • Review Account/Cost Center Setup for Year End Types

  • Review Account/Cost Center Setup for Budget Year Dates

  • Set Up or Review Settings to Enable Archival

  • Set Up or Review Archiving Security Settings

  • Validate Encumbrances and Liquidate Unnecessary Encumbrances

  • Reconcile to Final General Ledger Reports and Run Reports

  • Run Problem Reports to Identify Potential Problems Before Archival

• Performing Data Archiving
  • Locking Down Department Manager
  • Performing a Budget Transfer 

Before You Begin Archiving

Before you perform Archiving, you must prepare properly. It is essential that all accounts are reconciled to match the General Ledger system for your institution.

Since you cannot make changes once you have archived, you will verify account setups and process settings for archiving.  Additionally, you will run a series of Problem Reports to identify any potential problems before you actually executive the Archive procedure.

Once you have completed the preparations described in this article, you can perform the actual Archiving procedure, as described in the article, Performing Data Archiving.

Steps to Prepare for Archiving

Follow this series of steps to prepare properly for archiving of account data.

What's Next?

Continue to the first step to prepare for archiving here.