--- title: Archive a record description: This article will teach you about the key functions of the Archive folder. --- [Skip to content](https://help.samaritan.com/archive#main-content) English Show submenu for translations [Submit a support request](https://help.samaritan.com/kb-tickets/new?hsLang=en) [Customer portal](https://help.samaritan.com/tickets-view?hsLang=en) ![eCLogo.png\]](https://help.samaritan.com/hs-fs/hubfs/eCLogo.png?height=40&name=eCLogo.png) Open main navigation Close main navigation - English Show submenu for translations - [Submit a support request](https://help.samaritan.com/kb-tickets/new) - [Customer portal](https://help.samaritan.com/tickets-view) - Go to samaritan.com Go to samaritan.com Hello. How can we help you? - There are no suggestions because the search field is empty. 1. [Samaritan Help Center](https://help.samaritan.com/?hsLang=en) 2. [Getting Started](https://help.samaritan.com/getting-started?hsLang=en) 3. [Record Management](https://help.samaritan.com/getting-started?hsLang=en#record-management) # Archive a record ## This article will teach you about the key functions of the Archive folder. ### The Archive folder An Archive folder is useful for storing data that you no longer want to see on a day-to-day basis without permanently deleting it.  All functions such as email, reports, log book, etc are still available to use from the Archive folder. Records that are archived will not be visible when on All Data or in other folders in the Folder Manager. --- This video will show you: - How to know if you have a true Archive folder set up. If you don't have one, see **[How to create a new Archive folder](https://help.samaritan.com/archive#createarchive)** - How to edit an Archive folder - How to move records into the Archive folder - How to move records out of the Archive folder To see the quick guide to moving records into an Archive folder, [click here](https://help.samaritan.com/archive#moveinto). (6.5 min)   ### How to create a new Archive folder - Click **Folder Manager → New ![Folder Manager\_New Gif](https://help.samaritan.com/hs-fs/hubfs/Folder%20Manager_New%20Gif.gif?width=284&name=Folder%20Manager_New%20Gif.gif)** - Name the folder - Check the **Archive folder** box ![New archive folder](https://help.samaritan.com/hs-fs/hubfs/New%20archive%20folder.png?width=515&name=New%20archive%20folder.png) - Click **OK** ### Move records into the Archive folder Moving records into or out of the Archive folder is a two-step process. To move records into the Archive folder, follow these steps: - Choose the **appropriate tab**: Volunteers, Opportunities, or Organizations  - **Select the record** or records you want to move - Click the **green arrow** pointing towards the Archive folder  - Click the **orange arrow** pointing away from the folder the records are in. Note: this typically the Inbox folder. - Click **Refresh** ![In and Out arrows2](https://help.samaritan.com/hs-fs/hubfs/In%20and%20Out%20arrows2.png?width=219&name=In%20and%20Out%20arrows2.png) You know that the records were moved successfully if the total number of records is less than it was before: ![Total number of Vols](https://help.samaritan.com/hs-fs/hubfs/Total%20number%20of%20Vols.png?width=466&name=Total%20number%20of%20Vols.png) - To view archived records, click the **Archive folder** - To see non-archived records, click **All Data** To move records *out* of the Archive folder, follow the same steps but reverse. - [What's New](https://help.samaritan.com/whats-new?hsLang=en) - [Getting Started](https://help.samaritan.com/getting-started?hsLang=en#main-content) - [Account Basics & Setup](https://help.samaritan.com/getting-started?hsLang=en#account-basics-setup) - [Product Orientation & Basic Navigation](https://help.samaritan.com/getting-started?hsLang=en#product-orientation-basic-navigation) - [Record Management](https://help.samaritan.com/getting-started?hsLang=en#record-management) - [Reports](https://help.samaritan.com/reports?hsLang=en) - [Email & Text Messaging](https://help.samaritan.com/email-text-messaging?hsLang=en#main-content) - [Troubleshooting](https://help.samaritan.com/email-text-messaging?hsLang=en#troubleshooting) - [Automated Emails](https://help.samaritan.com/email-text-messaging?hsLang=en#automated-emails) - [Opportunities](https://help.samaritan.com/opportunities?hsLang=en) - [Grids & Filters](https://help.samaritan.com/grids-filters?hsLang=en) - [Log Book](https://help.samaritan.com/log-book?hsLang=en) - [Scheduling](https://help.samaritan.com/scheduling?hsLang=en) - [Volunteers](https://help.samaritan.com/volunteers?hsLang=en) - [Surveys](https://help.samaritan.com/surveys?hsLang=en#main-content) - [Build a survey](https://help.samaritan.com/surveys?hsLang=en#build-a-survey) - [Sign-In Stations](https://help.samaritan.com/sign-in-stations?hsLang=en#main-content) - [Sign-In Station Basics & Setup](https://help.samaritan.com/sign-in-stations?hsLang=en#sign-in-station-basics-setup) - [How to build a Sign-In Station](https://help.samaritan.com/sign-in-stations?hsLang=en#how-to-build-a-sign-in-station) - [Attach a Sign-In Station to a Service Opportunity](https://help.samaritan.com/sign-in-stations?hsLang=en#attach-a-sign-in-station-to-a-service-opportunity) - [View and share a Sign-In Station](https://help.samaritan.com/sign-in-stations?hsLang=en#view-and-share-a-sign-in-station) - [Managing Sign-In Stations](https://help.samaritan.com/sign-in-stations?hsLang=en#managing-sign-in-stations) - [Troubleshooting Sign-In Stations](https://help.samaritan.com/sign-in-stations?hsLang=en#troubleshooting-sign-in-stations) - [New Features for the Sign-In Station](https://help.samaritan.com/sign-in-stations?hsLang=en#new-features-for-the-sign-in-station) - [Advanced Topics](https://help.samaritan.com/advanced-topics?hsLang=en#main-content) - [User Defined Fields (UDFs)](https://help.samaritan.com/advanced-topics?hsLang=en#user-defined-fields-udfs) - [Automations](https://help.samaritan.com/advanced-topics?hsLang=en#automations) - [Get Help](https://help.samaritan.com/get-help?hsLang=en) - [Samaritan Import Data Tool](https://help.samaritan.com/samaritan-import-data-tool?hsLang=en) - [Messaging](https://help.samaritan.com/messaging?hsLang=en) [![Samaritan Technologies](https://help.samaritan.com/hs-fs/hubfs/Samaritan-Logo-Final-Horizontal.png?width=806&height=253&name=Samaritan-Logo-Final-Horizontal.png "Samaritan Technologies")](http://samaritan.com) samaritan.com Help Center Copyright © 2026, Samaritan ```json { "@context" : "https://schema.org", "@type" : "VideoObject", "contentUrl" : "https://2475433.fs1.hubspotusercontent-na2.net/hubfs/2475433/Archive%20Folder.mp4", "dateModified" : "2022-05-26T18:18:39.610Z", "duration" : "PT6M42S", "height" : 720, "name" : "Archive Folder", "thumbnailUrl" : "https://2475433.fs1.hubspotusercontent-na2.net/hubfs/2475433/Archive%20Folder.mp4/medium.jpg", "uploadDate" : "2020-08-26T21:46:02Z", "width" : 1222 } ```