Archiving Overview

1: Overview of the Archiving Feature

Use the Archiving function for housekeeping on the server. You can define rules that automate notifications and project clean-up based on inactivity. This ensures efficient data management and server performance.

2: Setting Archiving Rules

To manage server space and keep project data current, you can configure the system to:

• Monitor inactivity on projects.
• Send a warning email to the project owner after a set number of inactive days.
• Inform the owner of the project’s scheduled archive date.

The project owner can then choose to:

• Delete the project,
• Set a new archive date, or
• Flag the project as “Do not archive”.

3: What Happens During Archiving?

When a project is archived:

• The project is soft-deleted, meaning it is marked as "deleted" but not yet removed from the database.
• An email notification is sent to the project creator. If a recipient email is added in the Recipients of Archiving notification e-mails field under Company Settings in Authoring, the company contact will also be notified.
• A later Database clean-up task permanently deletes the archived project.

All business rules are evaluated before any project is archived. Projects that do not meet these rules are excluded from archiving.

4: Special Considerations

4.1: Reportal Reports

If a Reportal report has been viewed recently, the survey associated with it will not be archived, even if there has been no interviewing activity.

4.2: Project Types Not Subject to Archiving

The following project types are excluded from the archiving list and will not be archived:

• Template
• Library
• Benchmark
• Express Library

5: Multimode and CATI Surveys

Multimode survey components such as the CATI call queue, call history, and CAPI productivity statistics are not archived. Instead, they are permanently deleted.

In CATI mode surveys, the system restores the following from archive (if they no longer exist):

• Scheduling script
• Extended status group
• Interviews (visible in Call Management but not in the scheduled list)

Note: Scheduled calls, assignments, and call history are not archived and cannot be restored.

6: Accessing the Archiving List

To view projects scheduled for archiving:

1. Go to Home > Archiving.
2. If you're a system administrator, you'll see all scheduled archiving jobs on the server.

For more details, refer to the Archiving List page.

7: Restoring Archived Projects

System administrators can restore surveys that were previously archived. However:

• Restoration is only supported for projects launched in the latest three versions of the software.
• Older projects may still be restored, but success is not guaranteed.
• Restoration will fail if the original survey layout has been deleted.

For more information, see the Restoring page.