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BalanceWORKS Browser Support Policy

KEY TOPICS

  • About the Archiving Process
  • Default Archiving Settings
  • Notifications/Alerts
  • Perform Archiving and Export Data
    • Archive Export Contents

An Administrator may access Administrative Settings > Archive Settings to:

  • Manage System Settings for archiving
  • Work with balanceTRAK Archives

Note: If a Job Seeker is associated with both a legacy and an open Requisition, that Job Seeker’s information will remain active in balanceTRAK.

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.

Most Administrators will want to rely a Requisition’s Close Date as the basis for a three-part archiving progression—

  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 the designated retention period has passed, the data will be removed from balanceTRAK and stored as linked files on the Archives tab for an additional time period.
  3. During the second time period, any of the existing Archives can be exported from the system for further retention needs.

Note: If a Job Seeker is associated with both a legacy and an open Requisition, that Job Seeker’s information will remain active in balanceTRAK.

Default and Custom Archiving 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, balanceTRAK’s default Archive Settings will meet Office of Federal Contractor Compliance Programs (OFCCP) requirements for recordkeeping. To review the default settings or change them, first access the Archive Settings > System Settings tab. The administrative menu will display a setting for the time interval:
  • Automatically create archive for data that is older than [Number of] months. (The default entry will be: 36.)

Other menu options control how often the archiving will run, how long to keep the archives, and what field triggers the process, as follows:

  • Archive data on [Month / Day] (The default date is January 1.)
  • Keep archives for [Number of] days (The default entry is 90.)
  • Specify field to use for data archives
    • Requisition Closing Date (default)
    • Application Date

Notifications/Alerts

At a determined time, prior to the Month and Day for archiving (as entered next to “Archive data on”), a notification message will be sent to the Administrator. PERFORM

Perform ARCHIVINGArchiving ANDand EXPORTExport ARCHIVEDArchived DATA 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[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 archiveArchive file has been created.

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

Archive Export Contents

The Archive’s Zip file will contain the following elements: •       Requisition
  • Requisition Information o       Job
    • Job Description o       Excel
    • Excel file, containing Requisition Information entries o       PDF,
    • PDF, Job Seeker History •       Job
  • Job Seekers (Information by Requisition) o       Excel
    • Excel file, containing Name, Email, Phone Number, Date Applied, Stage and Status o       
    • PDFs of all completed Forms