Purpose
This procedure contains the instructions for archiving files.

Procedure

SOFT COPY  - Create 'Inactive' and 'Lost' Property Folders On Server
•	Create the following folders on the same drive letter that contains all: 			
o	Inactive Properties (for property folders that are no longer active) 			
o	Lost Properties (property folders that are lost from management)

Archive any 'Inactive' or 'Lost' Property Files
•	As a managed property becomes 'inactive' or 'lost' from management, cut and paste the folder to the relevant folder.
•	These files are burnt to CD every 12 months and saved in the company storage facility (refer to hard copy filing procedure).
 
HARD COPY - Record Lost Property Files 
•	Enter file details onto the Archive Report. 

Archive Box
•	Hard copy folders and/or documents (all documents secured into file) are placed into the current archive box.

Archive Box Full - Place In Storage
•	Once archive boxes are full, they are placed into storage.
•	A list of all folders/documents in that archive box is taped to the box where it is visible in archive (next to archive box number).
•	This list is printed from selecting the required items from the Hard Copy Archive Report.
•	A new archive box is prepared. 

Recovery of Archived Files
•	Open the Hard Copy Archive Report.
•	Search for the relevant property address to find the correct archive box number.
•	Select the main title bar in the Report (Excel) select "Edit", "Find" name part of item you wish to find. 
•	If you want to sort the Archive Report is a different order:
o	Main title bar in archive report, select "data" "sort" choose the item you wish to sort "OK".
•	Go to the storage facility and locate the archive box.
•	Remove items required.
•	Return archive box in numerical order.
•	Once items are not longer required in the office, return the archived files to the appropriate archive box. 
•	Replace archive box in storage in numerical order when finished