Valencia City Water District · DocuManage

Archived Documents

Module 11 · Administrator, Document Controller, Contributor · URL: /retention/archived

Resume: §5 Restore · §6 Archive vs retention

1. Purpose

Archived Documents lists records that were archived (soft-deleted) in DocuManage. They are removed from normal search and dashboard counts but not permanently deleted — files and metadata remain for audit, retention review, or recovery.

Use this page to review what has been archived and coordinate with Retention Schedule when disposition policy applies.

2. How to open

  1. Sign in with a role that can access document control.
  2. Sidebar → Document Control → Archived Documents.
  3. Or from Retention Schedule, use related links / sidebar.

URL: /retention/archived

3. Screen layout

Archived Documents page with dark header, total count, and table of soft-deleted documents
Figure 1 — Archived Documents (soft-deleted list for retention review)
AreaDescription
HeaderArchived Documents — Soft-deleted documents (for retention review).
← Back to RetentionReturns to Document Retention Dashboard
TotalCount of archived records in the list
TipRestore documents from Manage Documents (Admin).
TableAll archived rows — see §4

4. Document table

ColumnDescription
CodeDocument code with red ARCHIVED badge
TitleDocument title (short description may appear below)
TypeDocument type name and code (e.g. Job Description JD)
Issue DateIssue date on record, or N/A if not set
Archived AtDate and time the document was archived (soft-deleted)
This page is a read-only review list. There is no Restore button here — restore from Manage Documents (Administrator).

5. Restore a document (Administrator)

To bring an archived document back to active lists:

  1. Note the Code from Archived Documents (or search in Manage Documents admin view).
  2. Open Manage Documents as Administrator (admin view includes archived rows).
  3. Find the row with the ARCHIVED badge.
  4. Click gray Restore in Actions and confirm the dialog.
  5. The document returns to normal lists; Dashboard and Retention Schedule will include it again when applicable.

See Manage Documents §8.3 Archive for archive and restore confirmation messages.

6. Archive vs retention

ConceptMeaning in DocuManage
Archive (soft delete)Manual action — Archive on Manage Documents or Edit. Record appears here.
Retention expiryTime-based rule from Document Type + Issue Date — see Retention Schedule

Office policy may require archiving after retention review, or archiving for other reasons before expiry. Both workflows can be used together.

7. Roles

RoleTypical access
AdministratorView archived list; restore from Manage Documents
Document ControllerView for retention / records review
ContributorView per department visibility rules

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