Archiving Resources

This article provides a guide on how to create and manage a resource archive in BigChange. This is an essential practice for businesses to keep accurate and secure records of both current and former employees.

Creating a Resource Archive Group

To create a resource archive group, follow these steps:

Navigate to [Top menu] Profile (icon) → Admin settings → [side menu] Resources → Groups → Add.
Name the group with your preferred term, such as 'Archive'.

Adding a Resource to the Archive Group

Once the archive group is created, you can add resources to it:

Navigate to Profile icon → Admin settings → [side menu] Resources → Add - edit.
Select a resource.
Select 'Archive' from the Group field dropdown menu.
Resource License: Change this to 'Not active for JobWatch' (this releases the license to ba allocated to a new resource).
Select Save.

You can also disable any keys or privileges associated with this resource. Once this is done, your Archive group can be filtered and treated in the same way as other groups.

Managing Access to the Archive Group

To ensure the accuracy and security of the records, it's recommended to limit the number of people who can amend these records:

Navigate to Profile icon → Admin settings → [side menu] Web Users → Roles.
Restrict access to a few senior employees.

Checking the Resource Licence Status

You can check whether a resource's licence is currently active in the Resource Licence column. This helps to keep track of the status of each resource in the archive.

Conclusion

Creating and managing a resource archive in BigChange is a straightforward process that helps businesses maintain accurate and secure records of their resources. By following the steps outlined in this article, you can effectively manage your resource archive and ensure that only authorised personnel have access to these records.