If creating a full page dedicated to archived documents, you would use a Data Table web part and utilize the "Full Archive" view from the template. Including the "search" function in the web part settings will allow for you to create unique URLs that link directly to the pre-searched archive page. You will need to include the word "Archive" in the page title or in a header above the webpart.
Document Archives
If including a filtered view of the archives on a specific page you would add it via a Data Table webpart. Utilize the "Keywords" column to create filtered views related to specific programs or topics. Files can show up under multiple filtered views as needed. Using a filtered view will not remove the file from the "Full Archive" view. You can have both a full archive page, as well as filtered views on specific pages. You must utilize a header above the web part that contains the word "Archive". Here are two examples of what that would look like:
Stormwater Program Archive
OTCDC Meetings Archive
Guidance
Do not link directly to an archived file on any page on your site. Instead, link to a url of the archive page that is pre-searched for that particular file. This is the most user friendly option to maintaining the current layout of your existing pages, and will result in the least amount of change for the end user.
If you are utilizing filtered views on individual pages you can call that out eariler in the page if needed. ex. "For older reference materials please see the Archive section at the bottom of this page".
You may add as many columns as you would like to help you sort and maintain your archive, but do not remove any of the default required columns.
Required Columns in the Template
- Archival Date: The date the
document was first added to the archive.
- Created Date: The date the
file was first added to the site (prior to archival).
- Retention Review Date: The
date you and the owner have agreed to re-evaluate for continued archival
or removal.
- Owner: The team or unit responsible for this file (use organizational structure rather than individual names)
Optional Columns in the Template
- Description: For a more detailed description of the file to be displayed on the page. (see stormwater archive example above)
- Keywords: Optional column to support filtered views.
- Comments: Use for recording details of reviews and outcomes.