[Revised Feb 2013]
NB: Since changing to SQL in 2011 archiving is no longer required.
To Read data that has been archived off
Data that has been archived-off will be 'missing' from the current system and so appear 'lost'. On the rare occasion that you need to access data that has been archived off (all of which will be at least two years old and usually a lot older); go to the RxOne Start Menu and select, Tools, Utilities, Maintenance Utilities, Database Archives, 'View Database Archives'.
Reason for archiving;
Archiving removes any information older than x years to a separate section of the hard disk, improving speed of operation and saving backup time. The older information can still be accessed if required. Stock Cards are only removed to the archive if the item has not been used for more than 24 months AND there is no SoH.
You will get an option to choose how many years of data you would like to keep in the current database.
When to archive
Archiving should be done within a week or so of the computer asking for it to be done, ideally on a Monday to Thursday night but not on the last day of the month as this would conflict with the automated rollovers.
Archiving process
It takes several hours, so is done overnight, on the Master Computer only, and cannot be interrupted. There is no need to archive Slaves.
A 'pre-archive' backup will be made, and should be kept off-site and not ever overwritten as the daily backups do not backup the archived-off data.
To archive
Last thing before leaving for the night (preferably on Monday to Thursday)
1. Close RxOne on all slave machines.
2. Do a backup on the master.
3. Restart RxOne on all slave machines, which will force the database to be copied across to each slave.
4. Close all RxOne machines.
4. To begin the actual archive, from the RxOne Start menu go to Tools/Utilities/Maintenance Utilities/Database Archives/'Archive database now'
It will ask for a disk to make a safety backup, for you to take off-site, before it starts archiving. If you are unable to do a full backup, a daily backup is fine. A label will print for this 'Pre Archive' backup. Please read any instructions on the screen carefully, then leave it to do the job.
Next morning
1. A sheet reporting on the process should be on the A4 printer. Please fax this to us so we can note it in our records.
2. Re-start the program and check to see that the older scripts have been removed, and that the current scripts have not been. The normal startup screen will be displayed and it will take you into the archived (old) data so you can confirm that it is readable... you will see a large Red message box displayed reminding you that you are looking at screens based on the archived database. Click "Return to Master" when you wish to return to your "working database" (the current data).
- Check that the scripts entered yesterday are present.
- Check that scripts entered around 23 months ago are present.
- Check that scripts entered 25 months ago are not visible.
All finished; If these are okay, shut down and restart the whole system and continue as per normal.
To View your RxOne Archive
From the RxOne Start Menu, go to Tools, Utilities, Maintenance Utilities, Database Archives, View Database Archives.
While viewing an achive there will be a red bar at the top of the screen. You may need to move the red bar by dragging it to see the top of your screen.
You may view archives but cannot edit anything.
When finished click on 'Return to Master'.
Unable to view your RxOne Archive (RxOne)
Please follow the steps below, in order, to correct this.
1) Start RxOne, Select Tools, Utilities, Maintenance Utilities, Database Archives, View Database Archives
2) At this point please make a note of the date / name of your archive.
3) Close / Cancel the archive utility
4) From the RxOne Start Menu go to Tools, Utilities, Database, Update Database
5) Edit the Database to be Updated line, to include the date / name of your archive as in the example below:
C:\RxOne\archive\dd-mmm-yyyy\RxOne.mdb
6) Select the OK button to update.
Your Archive will operate as normal now.
Pseudo-archive for special situations
Practitioners Supply Orders - Bag orders
As a supply/bag order sometimes contain many items for the same Dr, they can become slow on lookup as all are checked for interactions etc that are not significant on supply orders. To effectively archive these off, pull up the name and change it,
eg; from, "Dr. A Bloggs" to "Dr A Bloggs (2005)", and start a new set of records for "Dr A Bloggs". If you don't want the old records to even appear under 'Bloggs" , change the name to "Dr A Xbloggs (2005)". These records can still be looked up if needed.
OTC sales
Similarly, if the OTC lookup becomes slow, archive them by changing the name from "O T C" to "O T C (2005)", or if you prefer "X O T C (2005)" if you do not want the old records to even appear when you put in "OTC".
Failure of Archive
can be due to use of a non-standard database path.
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