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Archive9 min read

Archiving for the long term

An archive is a maintained record, not a folder where old work disappears. Keep the smallest set that explains the final outcome, supports future use, and satisfies the retention decisions that apply.

Archive with purpose

Define why the archive exists before copying files into it. Common purposes include historical record, future revision, legal retention, operational recovery, and evidence of approval. A file with no retention reason is a candidate for removal.

Retention is not the same as backup.

A backup restores a system after loss. An archive preserves selected records with enough context to interpret them.

Choose what to retain

  • Approved final deliverables.
  • Editable source files needed for future revision.
  • Material decisions and approvals.
  • Reference material that explains the outcome.
  • Licenses, dependencies, and tool notes needed to reopen the work.

Remove duplicate exports, caches, temporary review files, downloaded installers, and working copies that add no unique evidence.

Use a small archive structure

04_archive/
|-- final/
|-- source/
|-- reference/
|-- decisions/
`-- archive-inventory-2026.csv

Keep the archive separate from active work. Archived files should not be edited in place; create a new active version if work resumes.

Create an inventory

The inventory records what was retained and why. At minimum, capture path, purpose, status, owner, retention reason, next review date, and expected disposition.

final/community-handbook-v05-approved.pdf

Historical publication record; retain until superseded, then review.

source/handbook-source-v05.docx

Editable source required for the next annual revision.

Download the archive inventory template →

Verify durability

  1. Open every retained final file.
  2. Confirm source files include required fonts, assets, and tool notes.
  3. Check that filenames and paths match the inventory.
  4. Use durable, widely readable formats where practical.
  5. Store the archive in the approved location with the correct access controls.
  6. Verify a second copy or backup exists according to your recovery policy.

Schedule review

Every archive needs an owner and a review point. At review, confirm the retention reason still applies, the files remain readable, and the owner is still correct. Record the decision to retain, migrate, or dispose.

For regulated or sensitive records, use the policy and legal requirements that apply to your organization; this guide is an organizational pattern, not a retention schedule.