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Archiving a case: how it works and what it means

What is "Archived" status?

Archived is the final status in a case's lifecycle. It is designed to help organisations meet data minimisation requirements (GDPR, Art. 5.1.e). Archiving typically takes place some time after closure,  for example, 2 to 12 months later,  once:

- all internal, disciplinary, or legal proceedings are complete

- no litigation is ongoing or anticipated

Once archived, all case management features are disabled and content that no longer needs to be retained is automatically deleted. The case remains accessible in its archived form.

👉 Not sure about the difference between "Processed", "Closed", and "Archived"? See this article.

How to archive a case

Below is an interactive demo. Click "Start" to begin the walkthrough and follow the steps at your own pace.

  1. Open a case that is already set to "Closed".
  2. Click the "Archive" button in the case header.
  3. A confirmation window appears, listing the actions that will be performed automatically:
    • Deletion of task comments
    • Deletion of messages in all messaging channels
    • Deletion of all case documents (except those saved in the "Archive folder")
    • Deletion of involved parties associated with the case
  4. Confirm.

The case is now Archived.

Two things to keep in mind:

  • A case must be in "Closed" status before it can be archived.
  • Only case managers with the right permissions can perform this action.

What changes once a case is archived?

Immediate effects

  • All case managers with access to the case receive an email notification of the status change.
  • The following content is automatically deleted:
    • Messages in all messaging channels
    • Task comments
    • Involved parties
    • All documents not saved in the "Archive folder"

Still visible

The following elements remain accessible in read-only mode:

  • Case details
  • Processing module
  • Task titles and descriptions
  • Case manager list

Still possible

  • Anonymisation option
  • Adding anonymised or supplementary documents to the "Archive folder"
Note: Case managers who had access to the case can still view it from the case list, in its archived form.

 
Feature "Archived" status
Revert to "Closed" status ❌ Not available
Reporting party / involved parties access ❌ Not available
Processing module ❌ Read-only, documents deleted
Messaging channels with reporting party / involved parties ❌ Deleted
Messaging between case managers ❌ Deleted
Tasks ❌ Comments and documents deleted, rest is read-only
Managing case managers on the case ❌ Read-only
Managing involved parties on the case ❌ Deleted
Linked cases ✅ Available
Archive folder ✅ Available
Anonymisation ✅ Available
Documents and archiving: important note

When a case is archived, all documents are deleted except those already saved in the "Archive folder". This includes documents attached to:

  • tasks
  • messaging channels
  • case details
  • the processing module

Before archiving a case, make sure to:

  • review which documents need to be kept
  • anonymise or redact them if needed
  • move them to the "Archive folder"

Once archived, new anonymised documents can still be added to the "Archive folder". Documents deleted at the time of archiving cannot be recovered.