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BalanceWORKS Browser Support Policy

KEY TOPICS

  • About the Archiving Process
  • Default Archive Settings
  • Customize Archive Settings
  • Perform Archiving and Export Data
    • What Information is Saved in the Archive?

An Administrator may access Administrative Settings > Archive Settings to:

  • Manage System Settings for archiving
  • Work with balanceTRAK Archives

About the Archiving Process

To help keep your organization’s data current and improve system load times, balanceTRAK employs default settings to archive (and appropriately delete) data at determined intervals. Based on a Requisition’s Close Date (the system default), a three-step archiving progression will be initiated—intervals:

  1. When a Requisition’s Status is changed to Closed, the system will generate a Close Date, starting the “clock” on the data retention period.
  2. When theThe designatedsystem retentionwill periodrun hasan passed,annual thearchiving datascan to collect legacy data. The archived files will be removed from balanceTRAK and stored as linked filesavailable on the Archives tab for an additional time period.
  3. During stepthis 2time, (above), anyan existing Archivearchive file can be exported from the system for storage outside the system.

Notes: If a Job Seeker is associated with both a legacy and an open Requisition, that Job Seeker’s information will remain active in balanceTRAK. If you are an Administrator and have questions regarding the archiving process or archived materials, please contact Berkshire’s Product Support.

Default Archive Settings

By default, balanceTRAK will display a Closed Requisition and its associated Job Seeker information for three years, or 36 months, after the Close Date. After an additional three months, or 90 days, the information will be deleted. If your organization is a Federal contractor, BALANCEbTRAK’s default Archive Settings will meet Office of Federal Contractor Compliance Programs (OFCCP) requirements for recordkeeping.

Customize Archive Settings

To review the default settings or change them, first access the Archive Settings > System Settings tab.

The upper menu contains Automatic Creation and Deletion settings for archiving time intervals:

  • Automatically create archive for data that is older than [Number of] months. (The default is: 36.)
  • Archive data on [month/date] annually. (The default is: January 1.)
  • Keep archives for [number of] days. (The default is: 90.)

Then, specify field to use for data archives:

  • Requisition Closing Date (default)

OR

  • Application Date

Click [Save] if any changes are made.

Perform Archiving and Export Archived Data

After entering Archive Settings, choose the Archives tab. If any Archives have already been established, links for those items will display.

Click the [Archive] button to initiate the process as a one-off activity (or rely on the Settings above). By default, a check box will be ticked to: Automatically remove data from balanceTRAK once the Archive file has been created.

The newly created Archive file will be added to the Archives list. Create an export file by following these steps:

What Information is Saved in the Archive?

The Archive’s Zip file will contain the following elements:

  • Requisition Information
    • Job Description
    • Excel file, containing Requisition Information entries
    • PDF, Job Seeker History
  • Job Seekers (Information by Requisition)
    • Excel file, containing Name, Email, Phone Number, Date Applied, Stage and Status
    • PDFs of all completed Forms