Archiving enables you to store documents in a GoBD-compliant manner.
(GoBD stands for "Principles for the proper keeping and storage of books, records and documents").
Please note:
GoBD-compliant work is only possible with complete and seamless procedural documentation.
How archiving works
Archiving is a function that is applied to a collection.
As soon as you place a document in an archive, it is automatically subject to the archiving criteria of this collection.
Effects of archiving
For collections
An archived collection cannot be deleted.
An archived collection cannot be unarchived.
For folders
A folder in an archived collection cannot be moved to another collection.
A folder can only be deleted if it is empty.
For documents
A document in an archived collection cannot be deleted.
It cannot receive new versions.
It cannot be removed from the collection.
For user administration
The owner of an archived collection can only be deleted,
if all content - including archives - has been transferred to another user.
Finding archived documents
By default, archived documents are not displayed in free searches (without filters or presettings).
You can adjust this setting:
Settings → Personal settings → Show archived documents
Note:
Administrators of the client have extended setting options.
Set up archiving
Enable and configure archiving
Only administrators can activate archiving for the entire client.
Path:
Settings → DMS settings → Configure archiving
You can then define users who are authorised to use archiving.
Note:
An archived collection can be made visible to all users.
Only configured users may create new archives.
Archive collection
Important:
Only the owner of a collection can archive it.
Procedure:
Select the collection.
Select Archiving → Configure and save.
Configure archiving
After opening the archiving configuration, several options are available to you.
Make configuration unchangeable
Once you have saved the archive, the configuration can no longer be changed.
Expiry rules for documents in the archive
You can define when and how documents expire.
1. no expiry rule
The documents remain in the archive indefinitely.
2. expiry date
Archiving ends on a fixed date, regardless of when the document was archived.
3. expiry period
Archiving is valid for a specific period (e.g. years, months, weeks or days).
The period begins at the start of archiving.
By default, this is the time at which you place the document in the archive.
Note:
A combination of several time specifications (years, months, etc.) is not possible.
Action after archiving has expired
You can specify an automatic action to be performed after archiving has expired.
Example: automatic deletion or deferral.
Set archiving start date
By default, archiving starts when you place the document in the archive.
However, you can define different starting points:
Use archiving date from metadata field
When a document is archived, the system checks whether a specific metadata date exists.
If so, it uses the date from this field as the archiving start date.
This option is particularly useful for older documents that must be retained,
as it allows the retention period to be calculated retrospectively.
Note:
This check is only carried out when a document is first placed in the archive, not retrospectively.
Adjust archiving period to calendar periods
You can specify that the expiry period only starts at the beginning of the next calendar period.
This option applies to
Year
month
Week
day
This extends the effective archiving period of the document.
Summary
Archiving ensures GoBD-compliant document storage.
Archived content is protected and cannot be changed.
Only administrators can activate the archiving function.
Only owners can archive collections.
Archiving settings and process rules can be customised.