Two Ways an Archive Starts
Automated rules versus a user right-clicking in Work 10, and how the two differ.
An archive begins in one of exactly two ways. Both end up in the same queue and are processed by the same service, but they are entered differently and they record themselves differently.
From a rule
- Criteria are entered as rows in ArchiveRules.
- The service picks them up within 20 to 25 seconds.
- Rows are usually written by a scheduled SQL job reading the firm's accounting, records or warehouse system.
- The request records CreatedBy = Scheduler and carries the rule name.
From Work 10
- A user right-clicks a workspace, folder or document and chooses Archive/Restore.
- The archive begins immediately — there is no rule evaluation step.
- The request records the acting user and a NotifyWebClientUrl for the completion callback.
Which one should a firm use
Rules suit a retention policy that can be expressed as criteria — everything closed before a date, everything for a client that has left. Work 10 suits one-off decisions made by someone who knows the matter. Most firms end up using both.
Note Ask early which system will populate ArchiveRules. If a firm has not decided, that is usually the largest open item in an Archive rollout.