This article explains how to archive inventory tags in Asset Management. Archiving removes assets from active inventory counts and standard reporting while preserving the record for reference. District administrators can archive inventory in two ways: by using the Archive Inventory tool or by archiving a filtered set of tags from the “Tags” grid.
Archiving Inventory (Tags) in Asset Management
There are two ways to archive inventory in Asset Management.
Assets that are no longer in active use can be removed from active inventory counts by being archived. Archived assets are excluded from active counts based on the selected site, status, and status date.
Note: After tags are archived, you can still view them in the “Archived Inventory Report” from the “Tags” grid:
Archived tags can also be found in “Tag Search.” The archived field displays archive details in red:
Archiving Inventory via Archive Tool
The Archive Inventory feature is available in Administrative View and requires Administrator permissions. Tags in any of the following statuses are eligible for archiving:
- Auctioned
- Disposed
- Lost
- Returned to Vendor
- Sold
- Stolen
- Surplus
- Used for Parts
Steps to Archive Inventory
- Click Archive Inventory in the "Quick Links Tools" menu. The “Archive Inventory” window opens.
- Select the tag Status or statuses to archive.
- Select the Prior to Date.
- Select the Site or sites from which tags will be archived.
- Enter Notes for this archive batch, if needed.
- Click Go. The window updates to display the number of tags selected for archiving.
- Click
Tag(s) Selected for Archive to open a CSV report and review the selected tags.
- Type the displayed tag count into the Confirm the count by typing it here field.
- Click Confirm.
- When the success message appears, click OK to close the “Archive Inventory” window.
Archiving Inventory via Tags Grid
You can also archive a specific list of assets from the “Tags” grid. Archived tags are removed from application reports and statistical graphs, but you can still open the “Tag Information” window for any archived asset.
This option is available only in the Administrative View “Tags” grid and requires Administrator permissions.
Steps to Archive Inventory
Go to Tags. Use Advanced Filters to return only the tags you want to archive, then click Go to load the filtered results.
- In the populated “Tags” grid, click
Bulk Edit to open the “Bulk Edit” window.
- In “Bulk Edit Details,” select Status as the field to edit. The “Tag Details” section shows the number of tags that will be updated.
- In Update Records To, select the archive-eligible status you want to assign, such as “Disposed” or “Surplus.”
- Verify that the Archive Records checkbox is selected.
- Enter any relevant notes in the Status Notes field.
- Click Go to archive the selected tags.