Archiving: What is it and when should I 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.

When to wait

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.

How to archive records

Go to the main level you want: Family/Child, Casework or Volunteers.
Enter Search Mode and search for old records, such as Closed or Never Served cases, or Red or RED volunteers.
Perform the find.
Switch to List View.
Open the action menu and select Archive Management at the bottom. This button is only available from List Views.
Review the records that can be archived (see the table above). Archive one record at a time, or select Archive Group to archive several at once.

While you review, you can:

Click any column heading to sort and group like records together.
Omit any record you don't want archived.
Use the options at the top of the window.

Tip: The Quick Select button is a great way to find sets of records to archive together.

Good to know: If a record doesn't meet the rules in the table above, you'll see an error and it won't be archived. For example, a volunteer who is currently assigned to a case can't be archived.

View or restore archived records

Select View Archive to see records that have been archived. Select Hide Archive to hide those details again.
To un-archive a record, select Restore. The record is removed from the archive list.

Need help?

Email support@casamanager.com, or select New Support Ticket from the help menu (the ? at the top right of your screen).