Archiving

From ResourceSpace Documentation Wiki

Resources can be moved to an archive state. In this state, resources will not appear in search results. At the bottom of every search result listing is a link (e.g. '10 matching resources in the archive') that can be used to access archived resources.

The default process for archiving resources is a two step workflow and assumes there is a separate archival team, and that this team may wish to carry out additional processing before archiving the resouce.

Archival states are as follows:

 0   The resource is live
 1   The resource is pending archive (waiting for the archive team)
 2   The resource has been archived

In the default set up the administrators have access to move resources into states 0 and 1 and edit resources that are in those states (permissions e0,e1) and the archival team have access to move resources into states 1 and 2 and edit resources in those states (permissions e1,e2). Thus state 1 acts as a 'handover' state.

Archiving therefore works as follows by default: The administrators move the resource in to state 1 and then the archive team (having seen the resource appear in Team Centre/Manage Archive Resources/Resources Pending Archive) then perform extra work (such as adding archive metadata such as indicating where any hard copy of an offline resource may have been stored) and place the resource into state 2.

If a simpler process is required without an archival team, simply give the administrators access to all three states (permissions e0,e1,e2) and they can move resources directly to state 2 (archived).

New resources can be created directly in the archive state using the 'New Archive Resource' link in 'Manage Archive Resources'.