You can use the Case Archive & Restore program to do this.
This program allows an administrator to archive a list of cases, which have either been entered or returned following the processing of an SQL. Each case is archived in their own distinct directory as an XML file and, in addition, the documents from the case are stored with it. Once the case has been archived and moved into its directory, they are automatically deleted from Proclaim. These archive files should then be copied to a removable media and safely stored.
The restore functionality of the program allows an administrator to restore a case which has been archived using the Case Archive and Restore program.
Setting up a Data Template
Before any cases can be archived by the Case Archive and Restore program a Case/Diary/History (CDH) data template for each case type needs to be created. To create the CDH template: If your case type lacks a CDH data template, refer to the troubleshooting section at the end of this guide for steps to resolve this issue.
Select the Data Template Maintenance program from the toolbar
Select the correct case type from the drop down at the top of the screen to browse existing templates for that case type
Click the New button
Enter the details for the template and pick Case/Diary/History as the Template Type
Click Save and the new template should automatically be selected on the screen. If not select the correct case type and template name from the drop downs at the top of the screen
Select the Fields tab and add fields in the normal way. Note there is no option to select a dummy field, this is not necessary for CDH templates as it does not matter that the number of data items match or are in the same order when an import is done
After selecting the fields, close the Select Proclaim Field window.
There are two key columns on the data template
Field: The name of the field in the Proclaim database that will be exported
CDH Tag: The label the item of data will be given inside the XML document which is produced from the export. The labels default to use the Proclaim database name
To change the CDH Tag for a particular item of data first select the correct line so it is highlighted then click Update
In the Select Proclaim Field window, two items Proclaim Field and CDH Tag become editable.
Edit the tag, using the OK button when finished.
Finally save any changes to the template by clicking the Save button
Exclude maths items from the template, as these will not be imported should a case be restored. An error message will occur following restoration of a case if a maths item was included in the data template Additionally, ensure that all case types, including legacy or imported ones, have properly configured templates to avoid archiving issues.
Creating an SQL to search for all cases which are DEAD
This will need to be done via theSQL Maintenanceprogram. The criteria will need to check which ever field is used to mark cases as Dead, this is typically either:
File Closed.Date <> ""
Case Status.Description = "Closed"
If you are unsure please contact your system administrator
Archiving a Case
To archive cases:
Select the Case Archive & Restore program from the toolbar
Ensure that the Archive tab is selected and complete the screen
Case Type: Select the appropriate case type from the dropdown list
Template: Select the appropriate data template from the drop down list
Archive Cases Using SQL Code: Select the appropriate SQL code from the dropdown list
AND/OR These Case No's: Input either a case number or selection separated by a comma
Output Directory: Input the directory name of where the archive file is to be created
Run Linked Action before Archive: Select a linked action to be run before the archive begins
Email: Input an appropriate email address to send notification that the Archive has been processed
Once completed click Start to begin archiving
You will then see the following question: Would you prefer to recreate ALL available fields rather than just the ones selected in the template? Note: Selecting Yes will overwrite the template to include all fields
If you answer YES it takes ALL fields from Proclaim rather than the fields you have added into your Data Template
Once the archive has completed you will get a confirmation message
Restoring a Case
Restoring a case from the archive follow the same principles as archiving, however the filename must ‘point’ to the correct archive file
Case Type: Select the appropriate case type from the dropdown list
Template: The default data template for the selected case type will display
Restore Case: Input the relevant case number
Filename: The filename details will display automatically
Run Linked Action after Restore: Select a linked action to be run before the restore completes
Email: Input an appropriate email address to send notification that the restore has been processed
You will then see the following question: Would you prefer to recreate ALL available fields rather than just the ones selected in the template? Note: Selecting Yes will overwrite the template to include all fields.
If you answer YES it takes ALL fields from Proclaim rather than the fields you have added into your Data Template
Case Archive & Restore History Option
This option allows the administrator to look at the archiving and restoration history of files, depending on the criteria selected e.g. a particular case or where the date was 15/07/08.
Selection criteria for ‘Find each case where the’ can either be done using the case number or a date option
Once the criteria has been established either press Enter or select the ‘binoculars’
Proclaim will display an inventory of when a case contained within a particular archive has been archived or restored. If you do not have access to this program, or have any issues with the processes detailed then please raise a new case online and reference the title of this article.
Troubleshooting Archiving Issues for Legacy or Imported Cases in Access Legal Proclaim
Archiving legacy or imported cases in Access Legal Proclaim can sometimes present challenges, particularly when cases are not recognized by the Matter Archive tool. Below is a guide to help you resolve these issues effectively.
Common Archiving Challenges
Missing Client References: Cases without a valid client reference cannot link to or create the corresponding matter record, preventing archiving.
Old/Unused Case Types: Legacy or imported cases in outdated case types may lack the required data templates, causing archiving failures.
Solutions to Archiving Issues
1. Resolving Missing Client References
Step 1: Add a valid client reference to the case. This ensures the case can link to or create the corresponding matter record.
Step 2: Close the case and then reopen it. This triggers the linked actions to create or refresh the matter.
Step 3: Use the Case Archive & Restore program to archive the matter successfully.
2. Fixing Issues with Old/Unused Case Types
Step 1: Check if the case type has a required Case/Diary/History (CDH) data template.
Step 2: If the template is missing, create one for the specific case type using the Data Template Maintenance tool.
Step 3: Run the archiver with the case reference. Once the template exists, the archiving process should proceed normally.
Best Practices for Preventing Archiving Failures
Always ensure that cases have valid client references before attempting to archive them.
Regularly review and update data templates for all case types, especially legacy or rarely used ones.
Test the archiving process periodically to identify and resolve potential issues early. By following these steps and best practices, you can effectively troubleshoot and prevent archiving issues for legacy or imported cases in Access Legal Proclaim.