> ## Documentation Index
> Fetch the complete documentation index at: https://docs.nycadultedlabels.nyc/llms.txt
> Use this file to discover all available pages before exploring further.

# Archive and school year

> End-of-year closeout, physical archive boxes, and public box labels.

## 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.

<Frame caption="School Year Rollover checklist — ready for the new school year">
  <img src="https://mintcdn.com/district79/eNUO5DyWI5SdrN_l/images/screenshots/school-year-rollover.png?fit=max&auto=format&n=eNUO5DyWI5SdrN_l&q=85&s=f48cd73ffa2f89e1e9c80d89e5080b5a" alt="School Year Rollover page with checklist and ready status" width="1400" height="900" data-path="images/screenshots/school-year-rollover.png" />
</Frame>

<Frame caption="School Settings — fiscal year, intake sessions, and activities">
  <img src="https://mintcdn.com/district79/eNUO5DyWI5SdrN_l/images/screenshots/admin-school-settings.png?fit=max&auto=format&n=eNUO5DyWI5SdrN_l&q=85&s=9ce662a21c32b251e890aa8eafd7a19f" alt="Edit School form with fiscal year and intake session settings" width="1400" height="900" data-path="images/screenshots/admin-school-settings.png" />
</Frame>

<Tip>
  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.
</Tip>

## Archive a cabinet

<Steps>
  <Step title="Review readiness">
    Check Cabinet Health and Unassigned Queue before archiving.
  </Step>

  <Step title="Archive from Cabinets">
    Choose box size (**50 / 100 / 200** files), storage location, and school year.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Store and retain">
    Keep physical files for the **7-year retention period** before disposal.
  </Step>
</Steps>

<Tip>
  If older archives still show students not linked to a box, use **Move student(s) to boxes** on the archived cabinet card.
</Tip>

## 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.

<Frame caption="Public archive box page — location metadata and student file list">
  <img src="https://mintcdn.com/district79/Z3PS5mQpT9tftUQW/images/screenshots/public-archive-box.png?fit=max&auto=format&n=Z3PS5mQpT9tftUQW&q=85&s=bca54aea6d69d8a907e3ff7141b69929" alt="Archive box public page with storage location and student files" width="1280" height="2809" data-path="images/screenshots/public-archive-box.png" />
</Frame>

## 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](/workflows/intake#returning-archived-students).

## PDF layout

| Page | Content                                                   |
| ---- | --------------------------------------------------------- |
| 1    | Box title, location, school year, QR code, public URL     |
| 2    | Full student list in two columns (\~200 files on 2 pages) |

<Frame caption="Printable box label with QR and student list">
  <img src="https://mintcdn.com/district79/Z3PS5mQpT9tftUQW/images/screenshots/archive-box-label.png?fit=max&auto=format&n=Z3PS5mQpT9tftUQW&q=85&s=4febf020b52c6cae130cc741d4c80471" alt="Printable archive box label with QR code" width="1280" height="900" data-path="images/screenshots/archive-box-label.png" />
</Frame>

## Related pages

* [Cabinets and drawers](/storage/cabinets-and-drawers)
* [QR codes](/reference/qr-codes)
* [Intake workflow](/workflows/intake)