An archive holds files you want to keep even when you no longer work on them regularly. It still needs separate copies and checks that you can open the files.
Choose a small archive
Choose one completed project or a small group of records.
Keep the versions that matter, including useful drafts or originals. Give them clear names so you can tell them apart.
Add a short note describing the files, their dates and the app and version needed to open them.
For example, keep a completed project's source files and final documents together, with a note identifying the final version. Check that any extra files the project needs are included.
Keep copies in separate places
Keep a usable copy outside Store. If you upload an archive copy to Store, follow the first-file check and wait for the upload to finish. Use the offsite backup guide to plan a copy in another location.
Save a copy of your archive note somewhere you can reach without opening the archive itself. Do not put passwords or passphrases in the note.
Check one archived file
Choose a file whose contents you recognize.
Retrieve the archived copy into a separate location and open it in the app it needs.
Check the contents and any linked files the project needs, then record the date, file, app and result.
If a file does not open, keep the other copies. Check whether the problem is the copy or the app needed to read it before replacing anything.
Set a review date
Choose a date to check the archive again, and review it when you replace a device or stop using an app it depends on. Keep dated versions you need as separate files; uploading a newer file is not a plan for retaining earlier versions.
The exercise is complete when you have a named archive, a short description, separate copy locations, a successful readability check and a next review date.
Continue learning
Continue with Test a file from your backup and Keep your storage and backup plan current.