How to Create an Archive of a Data Room

How to Create an Archive of a Data Room

How to Create an Archive of a Data Room

You can "photograph" what a specific user sees at a specific time in the Data Room and download it as a ZIP archive. The ZIP archive contains the folder structure that the user sees, together with the documents and communication items it contains at the given point in time. The content of the archive depends on the permissions of the respective user.
Archives are created by a Data Room Administrator and stored locally after the selected user has given their approval for the download. The files in the downloaded archive can be opened without the Data Room solution. The Data Room Administrator can only create the archive download and view it with the consent of the user in whose name the archive is created.
Archives are typically used and generated before a Data Room is destroyed in order to ensure that the given data is stored away safely. Archives are not backups. A complete Data Room cannot be re-created from the archived files.
A Final Report has been added to provide added assurance of an archive’s validity. This enables the archive data integrity to be validated at any point in time via a Final Report (in .xlsx format). The Final Report is based on an analysis of the system-generated Manifest and is automatically generated at completion of the archiving process. This report lists any changes and discrepancies between the Data Room content and the archive content. This process lets you verify that the archive content has not been tampered with and that it is an exact copy of the Data Room content as seen by a certain user at any specific point in time.
In addition to the folders and documents from the archived Data Room, the Zip file contains a zipped manifest folder with final archive status and manifest reports (in .xlsx format). When creating the archive, the system continuously checks the manifest to verify the archive’s data integrity. If discrepancies are detected (for instance if a document is checked out or if a new file is uploaded to the Data Room during archive creation) the archiving process is completed, but all changes and discrepancies are documented in the Final Report. The additional manifest and status report files ensure data integrity between the Data Room content and the archive content.

Warning: Locally saved files in an archive are no longer protected by the Data Room and its security functions.

1.       Log into the application through a web browser. Go to the Data Room Administration tab of the Data Room that will be archived.

Note: If there is no Data Room Administrative tab then please contact the Data Room’s Administrator to follow these steps and create the archive.

2.       In Data Room Administration, go to the Maintenance section and select the sub section labeled Archives.

Note: If Archive Now link does not appear, please contact the Data Room Center Administrator to get in touch with Sales.RegDOX@regdox.com.

3.       Select the link on the page labeled Archive Now.


4.       A dialog window labeled Create Archive of “[name of Data Room]” will appear within the application. Choose a user to create the archive for by entering at least two letters contained in the name or the email address of a user within the data room and select the ID from the drop-down list. In the selection list, click on the relevant user. Alternatively, click  next to the textbox and choose the user from the Browse & Select dialog.

5.       Click the Continue button.


 

              Non-frozen documents are in the in-progress status(https://www.regdox.com/Online-Help-EN/index.htm#documents_show_status.htm). The check the report link tells you the names of the documents and location of the Non-frozen documents, in case you want to freeze them before creating the archive. That report also might include files that do not have a Brainmark created for the latest version.

6.       Enter an optional(recommended) password for the archive and repeat it. This password must be entered when opening the ZIP file of archive.
Note: Include comments and markups: refers to annotations made in Brainmark PDF documents.
Continue archiving on recoverable errors, if possible: Enable this option so that the archiving continues even if an error occurs. We can help you troubleshoot any error given in the final report.
Use Zip legacy compression for maximum compatibility with older zip software.

7.       Click the Create button to begin creating the Archive.

Note: Only one archive can be created at a time.


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