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School year rollover

Storage → School Year (/admin/school-year) tracks:
  • Current fiscal year setting (School Settings)
  • Cabinets ready to archive vs. still open
  • Pending box assignments
Set the active fiscal year under Schools / School Settings — Intake and new records use that year automatically.
School Year Rollover page with checklist and ready status

School Year Rollover checklist — ready for the new school year

Edit School form with fiscal year and intake session settings

School Settings — fiscal year, intake sessions, and activities

Configure intake sessions with start and end times in School Settings. Those windows are enforced on the Intake form and used when flagging outside-session hours.

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Archive a cabinet

1

Review readiness

Check Cabinet Health and Unassigned Queue before archiving.
2

Archive from Cabinets

Choose box size (50 / 100 / 200 files), storage location, and school year.
3

Full closeout vs partial archive

  • Full end-of-year — turn on End-of-year closeout if drawers are not completely full; the cabinet becomes Archived.
  • Partial archive — archive only selected statuses (e.g. Graduated / Transferred) and optionally specific drawers. The cabinet stays Active for remaining students.
4

Preview packing (required)

Click Preview packing to see who goes in which box. Override any student’s box from the dropdown before you commit. Reset to auto packing if needed.
5

Commit and print labels

Confirm the archive. Each box gets a unique ID. From the box label dialog: Print Label or Download PDF. Attach to the physical box.
6

Find it later on the Archived tab

A full closeout moves the cabinet to Storage → Cabinets → Archived. Active cabinets stay on the Active tab (the default). Capacity totals ignore archived cabinets.
7

Store and retain

Keep physical files for the 7-year retention period before disposal.

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Restore a cabinet

If a packed cabinet needs to accept new files again, open the Archived tab and click Restore. Confirm the prompt. The cabinet returns to Active (intake, moves, and the floor map can use it again). Box records and packing history are not deleted.
If older archives still show students not linked to a box, use Move student(s) to boxes on the archived cabinet card before you restore.

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Public box pages

Box QR codes link to /archive/box/{boxId} — no login required. Staff and auditors can scan a box in storage to see location metadata and the full student list.
Archive box public page with storage location and student files

Public archive box page — location metadata and student file list

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Returning archived students at Intake

When an archived student returns for a visit, Intake shows the existing archive box (label, location, QR) instead of assigning a new active drawer. Staff add paperwork to the same physical file. See Intake workflow → Returning archived students.

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PDF layout

Printable archive box label with QR code

Printable box label with QR and student list