Creation of a Permanent Archive
Location:
Permanent archiving means storing archived material for example on a CD-ROM or DVD-ROM disk or another storage device that guarantees that it will not be changed. For example, a permanent archive recorded on a CD is an archive that can be used independently, and the transactions contained on it can be browsed and viewed with a WWW browser.
Permanent archiving does not remove transactions from the archive; these transactions are still browsable as usual from the archive.
Creation of a Permanent Archive
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Choose the selection criteria.
- Company
- Voucher Date Range: Select the start and end date
- Transaction Type: Select the transaction types you want to archive and whether you want to include confidential attachments.
- Description: Enter a description of the permanent archive that is created.
- If you want to receive an e-mail message upon completion of the object, check the By E-mail check box.
- Click on Create. During the formation of a blank, you can use the application normally. When forming a blank, the application presents an estimate of the space required by the material. At this step, you can resume or cancel formation.
- When the permanent archive object has been created in the recording media directory of your choice, the application will notify you by e-mail (if you selected the By E-mail check box in section 1). You can also display the completed permanent archiving by selecting . At the same time, the archive media formed are also displayed. On this selection screen, you can choose if you wish to display permanent archives, formed archive media or both. The default selection is Both. Type column in the data shown indicates whether this is a permanent archive or archive media. You can show data on a single archiving by clicking on the link in the Company field.
- The application will generate a subdirectory in the media directory and name it by the time and date of the permanent archiving (for example \2009-09-09_12-47-06). The directory name will be shown in the data of the relevant permanent archive in the Directory section on the Permanent Archive page. Under this directory, a subdirectory will be created and named after the company whose data the permanent archive contains (for example \Company Inc.). The permanent archiving object is created in the subdirectory named after the company. Thus, the complete directory path of the created permanent archive could be, for example, C:\Archive\Media\2009-09-09_12-47-06\Company Inc.
- Save the created object on the storage medium of your choice (for example, on a CD or a DVD).
Inspection of the Media
- Check that the recording contains no errors by clicking on the Check Media button on the Permanent Archive page that shows data of a single archiving.
- Enter the media path field, the directory path of the material that is to be inspected must be entered. The directory path must be specified until the directory of the index.html and info.xml files. For example, the directory path of a permanent archive saved to a DVD could be E:\2009-09-09_12-47-06\company Inc.
- The media index to be examined is defined from the server's point of view, in which case the CD/DVD to be examined should be in the server's disk drive or in another shared drive that is accessible to the application server.
- When the media has been successfully checked, a note will be made in the Checked field on the Permanent Archive page and in the Checked column on the Permanent Archiving page.
- You can remove unchecked permanent archiving by clicking on the Delete button on the page that shows the permanent archiving. Inspected permanent archives cannot be deleted.