---
title: "🗄️ Understanding Check Archiving"
url: "https://help.scaut.com/en/article/-understanding-check-archiving"
language: "en"
last_updated: "2025-08-21T19:26:33.363Z"
---

# 🗄️ 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:

1.  Go to the **Orders** page
2.  Select **Archive** from the menu
3.  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 Checks that have been archived **cannot be moved back** to the active dashboard.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

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

## Managing Archive Settings

### Customize Auto-Archive Period

1.  Navigate to **Organization Settings**
2.  Click on **Governance** tab
3.  Adjust the auto-archive period (can only shorten from 60-day default)
4.  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.