Archiving RISC Data and Using Archives

RISC contains a powerful and efficient data archive feature. Any archived database in RISC can be individually recalled for inquiry. Almost all searches on archived databases are indexed. In a multi-user situation on a fileserver, several users can each be in a different archive while others continue working on the current database. Any search specifications available in the current database are also available in archives. The only difference between the current database and an archived database is that the archives are read-only. You cannot modify nor add data to an archived database.

In most cases, schools will be archiving the current contacts database on a yearly basis. With modern workstations, there is no real need to archive contacts data until at least 20,000 contacts exist in the current database. Even so, the system will still be quite responsive with 20,000 contacts. If the number of contacts in a year does not exceed 20,000, then a yearly archive is always recommended. You should only consider archiving each semester if the number of contacts per semester greatly exceeds 20,000. Nevertheless, RISC can handle up to 64,000 contacts in one database.

The RISC system will support a maximum of twenty archived databases. Therefore, it should be eleven years before purging of old data in the system is necessary. If you have completed twenty archives, you will need to delete the oldest archive from the RISC system before saving a new archive. Follow the instructions in the section called 'Manually Deleting Archived Databases' which can be found further below.  

Archiving the Current RISC Database:

Performing the archive process for a current database is a very simple procedure. Simply follow the steps below:

NOTE: ALL RISC USERS MUST EXIT THE RISC PROGRAM 
BEFORE THE ARCHIVE PROCESS CAN OCCUR. 
This process is normally performed at the end of the year
or at the beginning of the new year.

Select 'Archive Current Database' from the Configure menu in the RISC Admin program Read and understand the help screen shown then click OK to continue. The screen displayed at the left will appear If you are performing a yearly archive, enter an appropriate description for the archive like '2005 RISC Database'. If you are performing a semesterly archive (not recommended), enter a description like '2005 - Semester 1'. DO NOT use commas (,) in the description

4. Enter an appropriate extension (up to three characters) to further identify the archive. The current database file (called RISC.DAT) will be archived into a file with this extension. For example, with the descriptions used in (3) above, you could use '05' as a yearly archive extension, or '105' for a semesterly archive. You cannot use an extension that has been used on a previous archive

5. If you wish to rollover the contacts marked 'Incomplete' in the Status field, remove the check from the box that says "Archive EVERY Contact...", then choose the option "Do NOT Archive 'Incomplete' contacts".  The archiving process first looks through each contact to see if any are listed as 'Incomplete' in the Status field. If so, these are transferred into the new current database, marked off as 'Complete' in the old database and a reference to the new contact number is automatically entered in the Contact Action field.

6. If you forgot to archive at the end of a year and continued entering contacts the next year, you can tell RISC to still archive data, but only up to a specific contact number.  You would need to identify the last contact number of the previous year and type that into the box after you choose "Only Archive up to Contact Number:".  RISC will then only archive up to that number, and rollover all extra contact records into the new current database.  NOTE however that their contact numbers will change to start from 1001.

7. When you have entered a suitable description and extension, click the Save & Continue button and the archive will be created.

If the box in step 5 is unchecked, a report is produced and displayed showing all of the contact numbers from the old database transferred into the new one. If you do not use the term 'Incomplete' in your status field, or if you leave the box checked, then all contacts will be archived with none transferred to the new database. 

When the process is complete, the new database will be empty (apart from any rolled-over contacts) and will be ready for use in the new year. The newly archived file will have been renamed RISC.XXX (where XXX is the extension entered in step 5 above) and will be available from the Database menu in RISC.

Accessing Archived Databases in RISC: 

The Database menu is used to select databases to be used by RISC. The default database when you start RISC is the Current database (RISC.DAT). Alternatively, you can choose an Archived database (if one exists). The only difference between an archived database and the current one is that no data in an archived file can be edited or added to.

A check mark (tick) appears beside the type of database being used in the Database menu. The title bar at the top of the screen will show the database in use.

Current Database-

Selecting this option will close any opened archived database and re-open the current database and make it ready for use. It will clear anything displayed on the form and present the user with a blank form. Selecting Current Database when you are already in the current database will do nothing but clear the form. Make sure that you do not select this option before you have saved any important information that has been typed onto the form.

Archived Database-

Clicking the Archived Database menu item displays a selection box listing all available archived contact databases. Obviously, the selection box will be empty until the first archive has been performed which should be a year after first installing RISC.

Once archived databases are available, clicking the archive name then clicking the Select button (or double-clicking the archive name) will close the current database and open the selected archived database for use on your workstation. 

NOTE: On a networked system, individual users can be working in either the current database or an archive. In other words, one user can be working with the current database while another is viewing the archive. In most cases, what one user does on his/her workstation in RISC will not affect other users (apart from administrator functions such as the actual archiving of data or refreshing of the student database).

Archived database searches are indexed for responsive performance. When you have found a desired contact record, you will be able to manipulate the information shown on the screen (i.e. edit and delete), however, you will not be able to save the changes. Archives are read-only. Contact Reports attached to archived contacts are still available for viewing and printing.

NOTE: You can tell whether you are working with the current database or with an Archived database by reading the title bar at the top of the RISC form.

Manually Deleting Archived Databases:

Due to the importance of archived data, there is no automated process to delete individual archived files. When you have completed twenty archived databases, you should prepare to delete the oldest archive file.

NOTE: THIS PROCESS SHOULD ONLY BE PERFORMED BY THE NETWORK ADMINISTRATOR - IF YOU ARE UNSURE OF WHAT YOU ARE DOING, SEEK HELP!

The archive-controlling file is called ARCHIVE.DAT and resides in the RISC data path. Edit this file using Notepad in Windows. In this example, we will assume it is December 2005, and we are about to remove the oldest archive file from ARCHIVE.DAT. The file will look something like this:

1995 School Year, RISC.95
1996 School Year, RISC.96
1997 School Year, RISC.97
1998 School Year, RISC.98
1999 School Year, RISC.99 
2000 School Year, RISC.00
2001 School Year, RISC.01
2002 School Year, RISC.02
2003 School Year, RISC.03
2004 School Year, RISC.04

Note that the oldest archive is at the top of the file. Delete this line from the top of the file and save the file using File...Save in Notepad. From there, load Windows Explorer or My Computer and view the RISC DATA\INDEX folder. Select all files with an extension of XXX (where XXX is the file extension that was after 'RISC.' on the top line before you deleted it. In the above example, it would be '*.95'), and choose File...Delete (or press the Delete key on the keyboard).

Also, from the RISC Data path, delete the file RISC.XXX (where XXX is the file extension that was after 'RISC.' on the top line before you deleted it).

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The Register of Individual Student Contact (RISC) is developed & distributed
by Marillion Designs.

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