Archive Requirements
 

  Overview

Automated WAWF Document Archive for Completed Documents


Overview

Documents in WAWF follow a standard automated archive process based on their last status update. The table below lists the number of days until a document is archived by status.  Once a WAWF document is archived it is no longer a workable document.

Status Days till Archived
Processed 120 Days
Void 30 Days
Paid 120 Days
GFP Received 120 Days
Credit 120 Days


NOTE: Related documents must all be in a Processed or Paid status. They move to the archive 120 days after the last update. When a document is voided, the relationship is broken and archived normally.

  • Example of Related documents: When creating an Invoice and a Receiving Report together, either as a combo or by using the Doc from Doc functionality, they are “Related documents”. In order for “Related documents” to be archived, both documents must be in Processed status. (i.e. If the Invoice is in Processed status but the RR is in Accepted status, then the Invoice won’t be archived until the RR is in Processed status.)

Post Archive Information

  • Documents will be visible in the archive folders along with other archived documents regardless of status based upon the user’s ability to “see” those documents.
  • Archived documents will be view only; they may not be worked or modified in any way.
  • Archived documents will not be visible in any “work folder” regardless of status.

Automated WAWF Document Cleanup for Closed Contracts


Overview

In addition to the normal Automated WAWF Document Archive process, the Automated WAWF Document Cleanup is an automated archive process for the WAWF module documents following the closure of a Contract within EDA. The documents will be archived regardless of the document’s status. This archive process will be automatically controlled by two parameters - “Contract Close Archive” (default 90 days) and “Contract Close Document Age” (default 30 days). The default settings may be changed by Administrators with the WAWF PMO or PIEE Super Admin roles. With the default settings, the cleanup process will automatically archive any documents that have been in their current status for longer than 30 days and their associated contract has been closed for longer than 90 days. For example, a Receiving Reports in Inspected or Accepted status or their associated Invoices in the standard archive process would never be archived. In the WAWF Document Cleanup process these documents would be moved to the archive once the contract is closed and the parameters have been met.

Automated WAWF Document Cleanup System Parameters:

  • Contract Close Archive parameter - Number of days to be passed after closure of a contract for documents to be archived regardless of their status.
  • Contract Close Document Age parameter - Required Number of days to be passed after status change of document in WAWF before it is being archived.

Additional Automated Archive Conditions

  • Any document where the entered contract vehicle has an “F” in the 9th position, whether in the Contract Number field or the Delivery Order field, will be considered to be the same contract.
  • Grant and Assistance Documents will be processed as contract documents.
  • Miscellaneous Payment documents and Telecommunications (Non-Contractual) documents will not be impacted by this requirement. For the time being they will be left active to be archived per normal WAWF process actions.

Post Archive Information

  • The system will append an entry to the documents history within the database reflecting the document was archived by the ‘Closed Contract Archive’ process for audit purposes.
    • Example Message: "Document was systematically archived per CCO Archive Utility and CCO closed date of 2015-03-31"
  • Documents will be visible in the archive folders along with other archived documents regardless of status based upon the user’s ability to “see” those documents.
  • Archived documents will be view only; they may not be worked or modified in any way.
  • Archived documents will not be visible in any “work folder” regardless of status.

Administration Support

The following Admin Users will have access to view and edit new System Parameters for the Automated WAWF Document Cleanup process. The “contract close archive” defaulted to 90 days and “contract close document age” defaulted to 30 days and view/edit by:

  • WAWF PMO
  • PIEE Super Admin
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