--- title: Automatically Archive Records description: Use Automation to move records to an archive folder --- [Skip to content](https://help.samaritan.com/archiving-records#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. [Advanced Topics](https://help.samaritan.com/advanced-topics?hsLang=en) 3. [Automations](https://help.samaritan.com/advanced-topics?hsLang=en#automations) # Automatically Archive Records ## Use Automation to move records to an archive folder Requires Administrative Level Permissions **Archiving records** helps clients who are required to keep volunteer records for a period of time even after they have stopped volunteering. Archiving records after volunteer becomes inactive allows clients to retain records without having to filter for active records when reporting. If reporting hours from the log book, there is an option to include hours from archived records (see [https://help.samaritan.com/archive](https://help.samaritan.com/Archive?hsLang=en)). **Preparing for the Automation: ** 1. Identify the record(s) to be moved, then create a grid or filter to save the view. 2. Consider updating the record **status**. 1. Volunteer Status can include an “Archived” status 2. Opportunity end date can be set to the past so they are expired 3. Organizations can be set to “Inactive” 3. If the records are tied to another through placement, referral or affiliation, then **remove the connections** before proceeding. Then you will go to the **Administrative Options** to build the Automation. ![](https://help.samaritan.com/hs-fs/hubfs/Screenshot%202025-09-23%20at%208-39-57%E2%80%AFAM-png.png?width=551&height=491&name=Screenshot%202025-09-23%20at%208-39-57%E2%80%AFAM-png.png) **Create the Automation:** 1. Automation: **Type** = the type of record you are archiving. Volunteer is most common but other types can be archived as well. 2. Set **Permissions** 3. Set **Trigger** (can be scheduled, on save, or on demand). 4. Set **Apply To** filter or grid to identify records, or all records if running manually / on demand. 5. Set **Action(s)**: Actions include the ability to change folders: add to, remove, or move to For archiving purposes, the record should be moved out of all other folders and into the Archive Folder. 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