Archiving
is the process of moving records
of items (and any item images and movies files) that you no longer own from one
database file to another so as to keep your current and active database with
only those item records that you do own. Example
: after a fire disaster all or most of you items were destroyed and
you no longer own them. Instead of deleting the item records permanently it
is better in most cases to move those items into a database for future reference,
regardless of wether you were reimbursed for the loss or not. You can
always delete those records from the Archive database but until you do so
you will have a historically record of the loss and of previous items owned, yet
those records will not be mixed in with the current items that you do
own.
NOTE: You should not archive items
that are pending an insurance claim. Reason: You can not edit archived items
(with the exception of the notes fields). Therefore it is recommended to wait
until the claim has been settled.
To Archive you will need
to be at either the Locations List (using a specific location)
or the Items Loss List
.
- At either list retrieve the Location you will
removing items from.
- Tag items to be archived
- From the toolbar on the list hit the Archive
button to begin the process
- The next window will display a count of the items to
be archived and from what location.
- Hit Continue to complete the
process.
When done the items will be deleted from the current
inventory and be moved into an Archive inventory. You can view that archive from
the File / View Archive Items List.
All images
and movies are moved from the Images and Movies folder and renamed with
ARC-filename as in example of Arc-Dishes-ItemID-7.jpg. These
files are place in the folders called Archived Images and Archived
Movies.
Editing is allowed only in the memo fields. All other
data is Read Only and can not be changed.
Optionally
you can export your Archived items into an Excel spreadsheet.
