Archive documents

Archive documents to other storage media or a server to free up network space. User access to the form can be restricted. Documents can be archived manually or scheduled to be archived at a later time.

Prerequisites:

• A document archive path must be defined in the Document Management Defaults form.
• Documents must have been entered into myAvatar Document Imaging before the past 180 days.

1. ---

   Go to: Avatar CWS > Document Management
2. In the Entity Type field, select the entity.
3. In the Include field: 
   • Select All to choose all documents
   • Select Individual to choose an individual form.
4. In the Entity field, enter the client or staff name, select Process Search, then select Ok. 
5. If a client is chosen, in the Episode field select the client episode.
6. Select Inactive Only to choose inactive forms (Document Management Definition form).
7. In the Archive Documents Older Than field, enter the archive date. 
   Note: Document creation dates are defined when the document was filed in a form with document routing, or through document scanning.
8. Select View Form Types Included. 
   Result: The Form Types screen displays.
9. Choose the form types, select Ok.
10. In the Override Form Archive Restriction field, select Yes to archive a form defined as Do not archive (Document Management Definition form, Document Restrictions field). 
11. In the Form Types To Include field, select Do Not Archive form types to be archived.
12. If scheduling an archive, in the Archive Date and time fields, enter the archive date and time.
13. Select Archive.

• The document is archived and cannot be viewed from the Clinical Document Viewer form, or through Chart Review.
• The archived document is stored in the directory defined in the Document Management Defaults form.