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Archiving of databases is standard practice for corporate environments, and you will want to adhere to those guidelines with Concordance Desktop databases. You may want to make additional archives for maintenance reasons too, ensuring that you have adequate archive files for case history and research. Reviewers are known to come back, even years later, and want to research a case history if they are working on a similar one. Many vendors offer vault storage and web repository environments for data retrieval in the event of a disaster, or merely to restore data from an archive library.

Another consideration for you is to think about creating a database archive using Concordance Desktop. Because the storage capacity for records is vast, an archive library may work well for your organization in researching old records and case history data.

Minimum Required Files for Archiving

Archiving Guidelines:

•Run the Tag To Field command in the Tag and Issue Management dialog box, and the TagHistoryandStoreIt.cpl to track and manage tags in a field.

•There are three minimum files needed to archive a database: .dcb, .ndx, .tex.

•Export to a delimited text file because it is a universal archive format that is retrievable in years to come.

•Ask yourself whether you really need to archive images; these files are huge and require adequate media storage.

•Move files to a long-term, archive-quality media.

•Schedule data destruction per corporate policies; determine how long do you need to keep the copies.

•Keep an updated list of archive files for you or another administrator to reference.