Archiving is optional. For most medium sized companies, it can be done infrequently (once every few years or longer). Companies that generate large volumes of transactions may want to archive on a more frequent basis. The following are reasons to archive:

• Reduce file size, which reduces processing and reporting time
• Reduce time requirements when you upgrade your current data
• Combine your historical and current data for reporting purposes or allow you to report on each separately
• Streamline your selection lists to include only current records (jobs, employees, invoices, leases, etc.)

Notes:

• For best performance when archiving, do all archiving at the server.
• Because there are different criteria for moving information in each application, some reports may not work in the archive folder.
• There are no archive capabilities for Address Book or Billing.

You should develop a company-wide plan to archive your data. If your company has a procedures guide, you may want to integrate this plan into your current procedures. Consider the following when you create this company-wide archive plan:

• How frequently do you archive data in each application?
• Do you move entries from your current transaction files to history files in the same data folder or in an archive folder (current to history or history to history)?
• If you use named files, what is your naming convention for archived data files?
• Where do you store your archived data, and what is the naming convention of your archive data folders?

Complete the following before you archive your data:

1. Back up your data before you archive your files.
2. Make sure that you have the proper permissions in Sage 300 Construction and Real Estate and on the network.
3. Print any necessary reports. Your reports may change after you archive your data. See the topics (attached below) on each application for detailed reporting considerations.
4. Some archive processes require you to create a new data folder for your archived data by going to File, New Company. This creates a Ts.ctl file and allows you to access your archived data. Enter a new company name that distinguishes the archive folder from your current data folder. Enter the correct data folder path name according to your procedures. Select the Use current setup check box so the setup options are the same in the archive folder.
5. Assess the time it will take to archive your data. You must close all Sage 300 Construction and Real Estate applications before you archive. You may want to archive over a weekend because of time constraints.
6. Use File Doctor to identify any potential issues.
   Note: File Doctor is not available in Estimating, Investment Management, Purchasing, Inventory, Service Management.
7. Stop all processing in Sage 300 Construction and Real Estate while you archive the data. You can resume processing after you complete the archive.

Complete the following after you archive your data:

1. Optional: Use File Doctor to compact your files to reduce the amount of disk space used.
2. Back up your data files.
3. Document which files are archived and where the data is stored. You may want to retain copies of your journals as part of your documentation.