Purpose Statement

This feature enables Fire/EMS personnel to permanently archive apparatus records that are no longer in active service while preserving historical information for reference, compliance, and reporting purposes. By archiving apparatus rather than deleting records, departments maintain comprehensive historical data for audits, insurance claims, and operational analysis while keeping the active apparatus list clean and manageable for daily operations.

Background Information

Archiving apparatus is a permanent action that removes apparatus from active status while preserving all historical data, maintenance records, and operational information. This process is essential for fleet management when apparatus are sold, decommissioned, or transferred, ensuring that valuable historical data is not lost while preventing confusion in daily operations.

The archiving process includes creating custom views to access archived apparatus records, allowing departments to maintain visibility into historical information when needed. Once archived, apparatus cannot be restored to active status, making this a critical decision that should be carefully considered and properly authorized.

The system provides tools for creating specialized views that filter archived apparatus, enabling departments to organize and access historical records efficiently. This supports compliance requirements, insurance documentation, and operational analysis by maintaining complete apparatus lifecycle records.

Required Permissions

To archive apparatus and manage archived records, users must have:

• Apparatus Overview: Allow
• Equipment: Read, Update, Create, Delete (for apparatus equipment management)
• Apparatus List Saved Views: Read, Update, Create, Delete (for creating archived apparatus views)

Video

Step-by-Step Guide

Archiving an Apparatus

1. Click on Apparatus List within the Assets Module

2. Locate the Apparatus to be archived

3. Click on the ellipsis to reveal all actions, then select the archive icon

4. Click on Confirm

Once archived, the action CANNOT be undone. Archived apparatus cannot be restored to active status.

This is also available as a bulk operation by each apparatus to be archived then, selecting Archive Apparatus from the Actions Dropdown.

Creating an Archived Apparatus View

5. Select the Master View from the dropdown

6. Select the Ellipsis then, Click on Clone

7. Type a Name to reflect that this will be for Archived Apparatus

8. Click on Add Criteria…

9. Navigate to the Criteria and change the Value in the dropdown from No to Yes

10. Choose how you want this view to be shared

11. Click on Save

12. The view is now available and may be selected from the Custom Views

Accessing Historical Information

13. From the archived view, locate the Apparatus you want to view the historical information for and click the Edit pencil

14. All historical information may be viewed from here

Best Practices

Pre-Archiving Preparation:

• Verify all necessary historical data is complete and accurate before archiving
• Ensure all outstanding maintenance, inspections, and documentation are finalized
• Document the reason for archiving and any transfer or disposition details

Authorization and Documentation:

• Establish clear authorization protocols for apparatus archiving decisions
• Maintain documentation of archiving decisions, including dates, reasons, and approvals
• Consider creating a formal apparatus disposition process that includes archiving procedures
• Ensure proper notification is sent to all relevant personnel before archiving apparatus

View Management:

• Create descriptive names for archived apparatus views that clearly identify their purpose
• Configure appropriate sharing settings to ensure relevant personnel can access archived records
• Regularly review and maintain archived apparatus views to ensure continued usefulness

Troubleshooting & FAQs

Common Issues:

Q: I accidentally archived an apparatus. Can I restore it? A: No, archiving is permanent and cannot be undone. You would need to recreate the apparatus record as a new entry, historical data from the archived record cannot be transferred.

Q: I can't find the archived apparatus view I created. Where is it? A: Check the Custom Views dropdown in the Apparatus List. Ensure the view was saved properly and that you have appropriate permissions to access it.

Q: Can I still see maintenance records for archived apparatus? A: Yes, all historical information including maintenance records remains accessible through the archived apparatus views and detail screens.

Q: Who should have permission to archive apparatus? A: Archiving permissions should typically be limited to supervisory or administrative personnel due to the permanent nature of the action.

Q: How do I know if an apparatus has been archived? A: Archived apparatus will not appear in standard apparatus lists. They can only be viewed through specifically configured archived apparatus views.

Q: Can I archive multiple apparatus at once? A: The current process requires individual archiving of each apparatus.

Q: What happens to scheduled maintenance and checks for archived apparatus? A: Scheduled activities for archived apparatus are typically cancelled or suspended. Review and cancel any outstanding scheduled items before archiving.

Technical Issues:

• If the archive option doesn't appear, verify you have appropriate permissions for apparatus management
• For problems creating archived views, check that you have Apparatus List Saved Views permissions
• Report issues with accessing historical data in archived apparatus to your system administrator
• Clear browser cache if experiencing display problems with archived apparatus views