As part of regular maintenance, Easy III needs to have records archived for optimal performance.  The archiving process will remove the patients files from active storage and place them into long term storage.  When the data is in long-term storage, it is no longer accessible by the user, but the data is intact and can be imported into the system.  (For more information, please visit Importing files into Easy III.)

Archiving of records can be done to DVD, USB drive or any attached or network drive.  This helps to clean outpatient data that no longer needs to be reviewed and removed the record from the dashboard.  Depending on patient load, we recommend that you archive data every 3 – 6 months and keep one year of active data.

Archiving in Easy III

Open Easy III System Utilities. Click on Record Manager button.

1.  Select a location to archive your selected files.  Click on Browse button to select a location.  Click on the drop down arrow in the path to select previous paths used.
   1. We recommend a network storage solution with a backup in place.  You can also use an external or internal hard drive.
2.  Click on the Select Records button. Select records you would like to archive.  Several records can be selected at the same time.
3.  All records selected will be displayed in this window.  Click on the + sign next to the patient name and the files associated will be displayed. File size will be displayed adjacent to each record.
   • Waveform data will be displayed with red checkmark adjacent to the waveform file.  If Q-Video data were recorded with patient data, each video file would be listed in this window.
   • Remove the check box from the video file segment(s) if you do not want to archive the file.  Always leave the red checkmarks checked.
4. The archive feature will move the selected file(s) to the specified target in the Path window. Before archiving, the user is given the option to delete the record after it has been archived. If this option is not selected, the file will be given a status of Archived, Ready to Delete.
5. If the user selects the delete after archiving option, the original file will be deleted from the data folder.  Any unchecked files (QVideo, Reports) will also be deleted and will not be archived. The files will be placed in the Windows Recycle Bin.  Note:  The Recycle Bin must be configured to save deleted data and have adequate space available.
   • If you are archiving data from a network location to an archive media, data will not be placed in the Recycle Bin.  The name of the selected patients will be placed in the Archive Database.  Note:  The date, time, and username that archived the file will remain in the record history file.
6. Click Start to start the archive. When it is completed, a box indicating that the operation was successful will appear. Click OK.