Archiving is the process that deletes old transactions and folios from First Resort based on a given archive date. Most clients keep a minimum of two years of detailed data but archive older data from the system.

Reasons for Archiving

1. Speeds up the processing of data, especially reports, because the volume of data is reduced.

2. Frees up hard disk space, especially when the Not-In-Place archive is used.

3. Is occasionally used to clean up pieces of damaged accounting transactions.

Effects of Archiving

1. Deletes all transactions up to the archive date. (i.e. If your archive date is 12/99 you will not be able to print a posting journal for 12/99 because the transactions will be gone.) The general ledger accounts balances from 12/99 will be carried forward however.

2. You will not be able to retrieve the detail of transactions on your owner statements for 12/99 and earlier.

3. Folios will be deleted for reservations up thru 12/99, so you no longer have those names in guest history lookup (F9).

4. If you wish to retain folio name/address for mailing labels, be sure to add the guest names to the mailing list function before starting the archive. (R,O,V) This is highly recommended.

Types of Archives

1. ARCHIVE-NOT-IN-PLACE (Recommended)
   This type of archive reduces First Resort data files sizes, but because of the way in which the archive is performed it can require a significant amount of free disk space to complete the archive. A rule of thumb is to ensure there is at least as much free disk space as the disk space occupied by the business code being archived (Disk space occupied by a business code may be seen as a total at the end of the H,N,F report). The business code being archived cannot be accessed during the archive process, which could take 24 hours or more although the speed may be significantly increased by copying the data to the local hard drive of a network workstation and performing the archive there, copying the resultant data back up to the server (using extreme caution and in consultation with First Resort Support!) Workstations using the Windows NT or Windows 2000 operating systems are quicker than workstations using the Windows 95 or Windows 98 operating system. New files are created for the non-archived data, and initially the original files are retained but renamed so as to no longer be active. These files are coded ???bbb.FIA and ???bbb.IDA (e.g. PMXbbb.fia, PMXbbb.ida, SYXbbb.fia, SYXbbb.ida where "bbb" refers to your business code, using a zero in the third position for two-digit business codes.) Once the archive is complete and the post-archive data is verified for accuracy, the .fia and .ida files may be deleted from the system (wait at least for several days after the archive), resulting in a gain of free disk space.

2. ARCHIVE-IN-PLACE (Not Recommended)
   Allows users to keep working on the system during the archive. Does not reduce First Resort data file sizes; rather it deletes old records from the existing files and makes the records eligible for re-use by new data. The number of records in use and available for re-use (allocated) may be viewed from H,N,F. Due to an existing bug in this archiving method which fails to remove reservation sticky notes attached to archived reservations, this method is not currently recommended.

Starting the Archive

1. An essential pre-archive step is to make sure you have a good tape backup. You may want to consult with your hardware vendor to make sure that the backup is done correctly and can be restored if necessary. This tape should be stored in a safe place and not used again.
2. Additional important pre-archive steps include:
   • Print an Advance Deposit report by arrival (R,R,A) and Open Work Order report. Make sure all folios with an arrival date prior to your archive date have a zero balance and are reconciled. Make sure all work orders with a date prior to your archive date have a zero balance and are closed
   • Print the following reports: Balance Sheet (G,R,C,B), Income Statement (G,R,C,I), Advance Deposits (R,R,A), Owner Balance (P,R,O), and Accounts Payable Due Report (E,R,D). Re-print these reports after the archive is complete and verify the pre- and post- archive reports are the same.
   • Although the archive process has the ability to eliminate 'orphaned' portions of damaged accounting transactions, we recommend running a consistency report (H,K) and correcting any errors which appear on the report prior to starting an archive.
   • It may be advantageous to make a copy of the live data onto a workstation's local hard drive and run a test archive prior to running the real archive. A test archive will reveal any problems or errors which may arise due to damaged data so they may be fixed prior to the real archive, and will give an excellent idea of how long the real archive will take.

3. To begin the archive select H-L from the Main Menu. Input your business code and the date through which you wish to archive. Answer 'N' to Archive in-place, then accept the rest of the defaults except select Y for Skip Reservation Dump Query if you have already completed the R,O,V process and choose either V to view or P to Print the Archive report.

4. There is no easy way to predict how long the archive will take. The factors involved are the speed of your machine, and the amount of data that is being archived.

Final Steps - Upon Completion of the Archive

1. If Archive-Not-In-Place was selected, once the post-archive data has been verified for accuracy you can go back into H System Setup and L Archive Business Data and re-select all the previous options that were selected on the original archive. Press F10. The following message will appear;
   The original files from the mm/dd/yy archive still exist and must be deleted in order for a new archive to be done.
   Enter D to DELETE the old files, or C to CANCEL.

   Press D to Delete. This will not start a new archive, it will only delete the old files. Once you are back at the archive screen, you can then press Escape.
   NOTE: The original files and indexes will be renamed *.fia and *.ida.

2. If Archive-in-Place was selected, you will want to rebuild indexes when it is convenient to have everyone out of the software (including all workstations running interfaces). The reason for this is that the archive deletes data from the files but does not shrink the indexes. Re-indexing will help to free up the maximum amount of space. Be aware that rebuilding these indexes can be lengthy. To start the rebuild select H-F, put in your business code, select Y to Rebuild Index, and select A for All.