Archive: what it does and when to use it
Archiving hides old family, child, case and volunteer records from everyday searches without deleting them, so searches run faster and your history stays intact.
What archiving does
- Hides, never deletes. Archived records stay in CasaManager but are hidden from normal access for users without admin privileges.
- Takes related records with it. Archiving a record also archives all records linked to it.
- Can be undone. You can restore any archived record at any time.
- Why it helps: it protects the privacy of youth who have aged out, hides volunteers who left long ago, and shortens every search.
Which records can be archived
|
Record |
Can be archived when |
|---|---|
|
Family |
Every case for every child in the family is Closed or Never Served. One open case skips the whole family. |
|
Child |
All of the child's cases are Closed or Never Served. |
|
Case |
The case status is Closed or Never Served. |
|
Volunteer |
The code is Red or RED, and the volunteer has no active case assignments. |
Red vs. RED:
Red (sentence case) means the volunteer turned inactive over time, based on your agency info settings. RED (all capitals) means the volunteer was let go or chose never to volunteer again.
*Alert! Do NOT archive recently closed cases or discharged/inactive volunteers. Best practice is to wait for about a year from case closure (families, children, cases) and last activity from volunteers before archiving records.