The Export Archives feature in the Document Management System enables users to organize files in highly organised manner. The people benefitting directly from this
feature are the Administrators, Project managers and personnel who save and archive information and need to send to non-users of Online24x7’s EDMS software. Files
can be easily organized,
packaged and delivered and even archived in the offline mode. Documents can be gathered and stored into the Export Archives in the EDMS software.
Basically, an Export Archive is a folder in the documents that can be stored various devices such as DVDs, CDs, and USB drives. Each media can be saved into
an external media and the particular archive has an index html page listing all the content containing information such as the Creation Date, Name, Type,
Size and Status, information about the user who has created the archive and about the one closing it. Non-users of Online24x7’s electronic document management
software can access only a part of the archived file. In the Export Archive, all documents can be exported.
The Export Panel Archive in the document management software has an ‘Add Archive’ button which enables the users to add a new archive. After clicking
on the ‘Add Archive’ Button’, specifications about the name and the description have to be given. The Export process in the EDMS software is very simple.
After deciding upon the archive being inserted into a media /optical support, a particular archive should be ‘Finalized’. The archive should be closed
first (this is done by right clicking on the item and then users have to simply select ‘Close’). After closing it, the Archive can be exported. After the end of
the scheduled task ‘Archive Builder’, the archive gets into the final status of ‘Finalized’ and is ready to be copied in any optical media. But if an error occurs
during the scheduled task, it is noteworthy that the archive instead of going in the ‘Finalized’ status, goes into an ‘Error’ status. All the errors occurred can
be viewed in the log file of the scheduled task Archive Builder. Also, all the documents in the archive can be viewed by simply selecting the archive item.
On right-clicking the item, the ‘Delete’ context menu item appears which will delete an archive.
With the help of an archive reader application, users can open archives and search the documents. Another thing which is important to note that
one or more documents can be deleted only when they are residing in an opened archive. On the contrary, documents in a closed Archive in the EDMS software
cannot be deleted as they are waiting to be ‘Finalized’.