Setting Up Archiving Rules

Within the configuration settings, admins can set up archiving rules. These rules enable the creation of new policies that specify a name and a duration in months for the archiving process, this can be accessed from My Company > Manage Archiving > Archiving Rules.

The system comes with several default rules, including an Indefinite and a Do Not Keep option, ensuring flexibility for different archiving needs. To add a new rule select Create New from the lower right.

Defining Archiving Reasons

In addition to rules, the system allows you to create archiving reasons. An archiving reason is simply a name that explains the rationale behind the archiving decision and can be accessed from My Company > Manage Archiving > Archiving Reasons

These reasons can be customized according to organizational requirements and can be selected during the archiving process.

Archiving Individuals

To archive an individual, you have two options:

1. From the People Page: Here, you can multiselect individuals for archiving:
   
   
   
2. From the Individual's Person Record: Alternatively, archiving can be done directly from an individual’s record:
   
   

Displaying Archived Individuals

By default, archived individuals are not displayed on the competence plan. However, you can adjust the filters to either include archived individuals or display only those who are archived.

Notifications and Purging Process

Emails and notifications are automatically sent prior to the individual being purged from the system. Once purged, the individual’s record and any associated activities will be permanently removed.