🗄️ Understanding Check Archiving

Learn how the archiving system works to secure completed checks and maintain a clean dashboard.

What Is Check Archiving?

Archiving is a security feature that moves completed checks to a secure virtual vault, keeping your active dashboard organized while preserving access to historical screening data.

Note: Archiving was introduced for all checks as of June 1, 2025, to enhance security and data protection within the system.

How Archiving Works

Status Change

When a check is archived:

Status changes to ARCHIVED
Check becomes visible only in the Archived section
The Archived section acts as a virtual vault for your organization

Archiving Methods

Manual Archiving

You can manually archive checks from:

Dashboard screen
Order detail screens

Automatic Archiving

Checks are automatically archived based on a scheduler:

Default: 60 days after completion (for all organizations)
Customizable: Organizations can shorten this period in the Governance tab of Organization settings
Cannot extend beyond 60 days

Eligibility

Only COMPLETED checks can be archived. This includes checks with outcomes of:

Clear
Consider
Expired

Impact of Archiving

What Changes

Dashboard visibility: Archived checks no longer appear in the main Dashboard
Location: Checks move to dedicated Archive section
Irreversible: This action cannot be undone

What Remains Available

Reports: Can still be generated for archived checks
Data access: Information inside the check remains accessible
Data retention: Data is preserved until the retention period triggers automatic deletion

Accessing Archived Checks

Navigation

To view archived checks:

Go to the Orders page
Select Archive from the menu
Browse your archived checks in the virtual vault

Archive Section Features

The Archive section provides:

Full view of all archived checks
Search and filter capabilities
Report generation options
Secure storage of historical screenings

Important Considerations

Irreversible Process

⚠️ Warning: Archiving is permanent. Checks that have been archived cannot be moved back to the active dashboard.

Data Lifecycle

Active: Check in progress or recently completed
Archived: Moved to secure vault (manually or automatically)
Retained: Data preserved according to retention settings
Deleted: Data wiped after retention period expires

Managing Archive Settings

Customize Auto-Archive Period

Navigate to Organization Settings
Click on Governance tab
Adjust the auto-archive period (can only shorten from 60-day default)
Save your changes

Best Practices

Regular Archiving

Archive completed checks monthly to maintain dashboard clarity
Use manual archiving for sensitive or high-priority checks
Set auto-archive period based on your review needs

Before Archiving

Ensure all necessary reviews are complete
Download any reports needed for immediate access
Confirm stakeholders have reviewed the results

Archive Strategy

Keep recent/active screenings in main dashboard (30-45 days)
Archive older completed checks for long-term storage
Use shorter auto-archive periods for high-volume screening

Common Questions

Can I retrieve an archived check?

Yes, you can access and view archived checks anytime through the Archive section. However, you cannot move them back to the main dashboard.

What happens to archived checks after data retention expires?

The check record remains in the archive, but personal data is wiped according to your data retention policy.

Can I archive incomplete checks?

No, only completed checks (including expired ones) can be archived. Active or waiting checks must be completed or expired first.

💡 Pro Tip: Use archiving strategically to maintain a clean, efficient dashboard while ensuring compliance with data governance policies. Consider setting your auto-archive period to match your typical review cycle - if you review checks weekly, a 30-day auto-archive might be appropriate.