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Archiving Personnel Records
 Employees leave organizations for multiple reasons. To prevent data overload, you can now archive old and/or terminated employee records. Archiving allows you to free up space in the module to make the application run more efficiently and be able to concentrate only on current data. IT Works has added Archiving as a feature in the Personnel Module.
Note: Archiving an employee record prior to the termination of the grant may affect how salaries are projected and encumbered in the Accounting module. This often occurs when projections are encumbered for the entire budget or project period and then liquidated when expenses are posted. However, this is not the case when a "moving" encumbrance is used because the amount is re-calculated each pay period. To avoid such problems, make sure that all grant or sponsored research accounts that are used to pay the employee have been terminated prior to archiving the record. To find out how to run the archiving process in the Personnel Module, click here. Steps To Archive Personnel Data: 1. Open the Personnel Module. 2. Go to Special Procedures->Archive. 
3. In the Employee Type section, check the employee type(s) that you want to archive.  4. In the Department Employee box, choose "Yes," "No" or "Both." 
5. In the Terminated on or before, enter the date that you want to look for terminated employees before. 
6. Click the View button to see the results in the Grid. Write down an employee's name from this grid.
 7. Decide whether you want to backup the data. If not, then check the box to Skip Backup.
8. Click the Archive button to start the process.
9. Once the process is finished, you should receive a message that the archiving was successful. 10. Close the archive window and then try to look for the employee you chose for step #6. You should receive a message that you could not find the employee. Congratulations! You have successfully completed the personnel archiving process!
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Tracking Employee Records 
