Project Archive and Historical Data
Time tracking system capability to archive completed projects while preserving all historical time entries, reports, and metadata for future reference, compliance requirements, and trend analysis, with features to mark projects inactive, hide from active views, and maintain searchable historical records for 3-7 years or longer.
Last updated: 2026-03-20 19:58
Overview
Project Archive functionality enables organizations to maintain clean active project lists while preserving historical data for compliance, reference, and learning purposes.
Key Features
Archive Process
- Mark project as archived/inactive
- Remove from active selection lists
- Preserve all historical data
- Maintain searchability
- Prevent new time entries
Data Retention
- Time entries preserved
- Budget information retained
- Reports remain accessible
- Invoices maintained
- Notes and attachments saved
Access Control
- View-only mode
- Search/reporting access
- Export capabilities
- Audit trail maintained
Compliance Requirements
DCAA: 3-6 year retention Legal: Varies by jurisdiction Tax: 7 years typical Audit: Based on contract terms
Use Cases
Completed Projects:
- Client work finished
- Contract ended
- Budget depleted
- Deliverables accepted
Reference Data:
- Future estimates
- Lessons learned
- Best practices
- Benchmarking
Compliance:
- Audit requests
- Legal discovery
- Tax documentation
- Dispute resolution
Benefits
Organization:
- Cleaner active lists
- Faster project selection
- Reduced clutter
- Better UX
Data Integrity:
- Preserved history
- Searchable records
- Audit compliance
- Risk mitigation
Analysis:
- Historical trends
- Performance metrics
- Estimation improvement
- Profitability analysis
Best Practices
- Archive promptly after completion
- Document archive reason
- Regular archive reviews
- Consistent naming
- Clear archive policy
Reporting
Include Archived:
- Multi-year trends
- Career retrospectives
- Client relationship history
- Department performance
Exclude Archived:
- Current capacity
- Active budgets
- Real-time dashboards
Pricing
N/A - This is a standard feature in time tracking systems.
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