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In Wordbee Translator, project files and translations are moved to cold storage when a project is archived or canceled for an extended period, so you can bring an administrative close to them. This archival and offloading solution operates at regular intervals to optimize the storage capacity in the platform, ensuring that the platform runs smoothly. While project and job details remain accessible online, the files and translations from the project are stored in a different location. 

This article provides detailed insights into project archiving, offloading, and the benefits of these processes. Table of ContentsmaxLevel2

Purpose of project archiving

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Archiving and offloading projects

Automatic archival

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Best practices prior to archival

The following points are relevant to ensure teams can work efficiently once the archival and offloading process has been triggered:

1. Run the consolidation of the Project Memory into a master memory, so it can be further referenced in other projects. Otherwise, the translations in that project can't be reused once the memory is offloaded.
2. When the client portal is enabled, make sure the files and deliverables are available in the related order. Otherwise, you will need to restore the project once the files are offloaded

Both points above can be addressed in regular project management processes (which can be automated or run manually). Learn more about the options available in the following articles: 

Consolidation of Project Memories to Master

Workflow template (Automation options for orders)

Automatic archival

The automation in place for archival and offloading is scheduled during regular intervals. Here is where to find the details for your platform and subscription plan:

• Inside the License and Usage page, you will find all the details related to the File Storage dedicated to your Wordbee Translation platform.

• The automation in place for Project archival and offloading is scheduled during regular intervals. Below are the conditions projects need to meet in order to be automatically offloaded by the systemcan occur automatically if they meet specific conditions (see listed criteria).

Criteria for automatic

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archival and offloading

1. The project status remains 'archived' or 'canceled' for a defined dormancy period (SLA plan dependent).
2. The dormancy period for automatic archival varies from one month to a full year, depending on the SLA plan.
3. The dormancy period for automatic offloading varies from one week to one month, as specified in the SLA plan.
4. Any changes made to an 'archived' or 'canceled' project will reset the dormancy period.

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1. Navigate to the 'Project Details' page and open the 'More' section or clicking on the 'Click to continue' link in the red banner.
2. Click the option 'Click to restore data.'
3. The project will be restored entirely to the online platform, making files and deliverables accessible once again.

Benefits of

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project archiving

With the module for project archival and offloading, users can enjoy numerous benefits, including:

1. Managing Storage Spacestorage space
   Efficiently manage available space in the Wordbee Translator platform, with the option to manually recover offloaded projects as needed. Additional storage can be purchased if required.
   
   
2. Optimizing System Performancesystem performance
   Maximize system performance for daily activities by optimizing the use of online storage resources, ensuring efficient distribution within ongoing projects and jobs.
   
   
3. Organizing Project Listsproject lists
   Maintain an up-to-date overview of your project list by archiving old projects, and simplifying project management.
   
   
4. Ensuring Transparency transparency and Compliancecompliance
   Comply with ISO standards by archiving projects, a crucial mechanism for record-keeping and evidence of consultation activities. Access to archived files and data supports accountability for decisions made during project lifecycles.
   
   
5. Supporting Business Analytics
   Keep essential data online, enabling the business analytics module to retrieve information for long-term reporting and analysis.
   
   
6. Facilitating Training training and Referencereference
   Utilize archived project material for training purposes or as a point of reference, aiding new projects and team members in understanding project specifics.
   
   
7. Manage the space available in the online Wordbee Translator platform (as per subscription details), with the option to manually recover offloaded projects on demand. More space for the online platform can always be purchased if required.

In conclusion, project archiving and offloading in Wordbee Translator are essential tools for optimizing storage, enhancing system performance, and maintaining organized project lists. These processes ensure transparency, compliance, and support for business analytics while facilitating training and reference for new team members. Whether performed automatically or manually, project archiving is a valuable feature for effective project management.