Preparation: Backup - Step 1
We strongly suggest an alternative method of backing up other than your regular tape/CD/DVD or whatever you use before you run the archive procedure.  You do NOT want to solely rely on one form of backup.  Please visit our backup document located here:
www.power-broker.com/databackup.htm 


  Preparation: Server Shut Down - PBMech - Step 2
You would begin by shutting down the server for ten seconds.  This will unlock any files that were left open.  Your local technicians opinion will differ and potentially NOT shut down for ten seconds which could create problems with locked files.  The local tech will say that they can unlock the files without shutting down, but from years of experience, it's just better to simply shut down.  Once the server has been restarted, reboot the workstation that you will be working on and then run the PBMech utility.
www.power-broker.com/pbmech.htm


  Preparation: Insert Policy Controls - Step 3
Once you have completed the PBMech utility, log into Power Broker and run Utilities, Insert Policy Control records by bumping up the number that is located in the box at the bottom of the screen by 5 points and clicking the Trigger option.  If the number at the bottom is at 21, then count the amount of users that use Power Broker in your office, and multiply by 20 and click Trigger.  If the number in the box is at the maximum 525, then just click on Trigger.


  Preparation: PBMech 2 - Step 4
Yes, I'm going to recommend doing the PBMech Utility procedure yet again!  The Insert Policy Control Records may sometimes leave records un-indexed and because we want everything perfect, we will run PBMech once again.


  Inventory - Renewal List - Step 5
Run a renewal list to screen file from today, to eighteen months from today so that you can see the count of renewals you have before you do an archive.  In our example, we'll say that the list generated 5000 policies for the 18 month span.  You can send this job to the screen and just go to the last page for the total count.  Write down this number.


  Archive or Retrieve Notes/Memos - Utilities Menu - Step 6
Go to Utilities, Archive or Retrieve Notes/Memos and use two years as the preferred date


  Archive Customer and Policies - Customer Menu - Step 7
Go to Customers, Archive Customers and Policies, and use two years as the preferred date


  Inventory - Renewal List Verification - Step 8
Once that's done, do another PBMech, and then run the renewal list to screen for the same 18 month date frame and see if there are still 5000 policies for an 18 month time frame.


  Extra Archiving Options - Step 9
Go to Utilities, Archive Claims older than 5 to 7 years depending on preference


  Purge Procedure - Step 10 - Optional - Ensure you have a backup!
Go to Utilities, Purge Archived Policies:
Ensure that you have a few copies of the \bro directory in a few different locations.  A local backup, and an off-site backup would be a wise idea should you ever need to gain access to this historical data, you have a few options to get at the data.

Run PBMech once again or run your Fix Corrupted Database, and your two Pack and Re-Indexes found in the Utilities Menu.

Should you find yourself in the situation that your renewal list is different after you have archive, check the dates you used and rerun the renewal list to make sure you didn't make a mistake.  If they are still different, call the Power Broker Technical Support office for further details.

www.power-broker.com/onlinedirectory.htm