Page Description

Use the Archive page to create archives, restore archives, and restore orders. Note that you must have the necessary security settings in order to access and use the archive feature. Click on the tab that corresponds to the task you wish to perform.

• Create Archive Tab: Use the Create Archive tab to archive orders for a specified time range, patient, practice, and/or location.
• Restore Archive Tab: Use the Restore Archive tab to restore all of the orders in a selected archive file.
• Restore Orders Tab: Use the Restore Orders tab to view order details that are archived and restore archived orders on an order-by-order basis.

Note that users may set system default settings to archive records older than a specified number of days on the System Defaults administration page. See the Admin: System Defaults topic. Users may also view and restore archive data for patients and their related patients on the Order History page. See the Order History topic.

In addition, when merging patients, Copia will retain any archived records from the patient being merged to the patient that is not deleted.

For more help, click one of the following links:

• Accessing this Page
• Accessing Archive Tabs

Create Archive Tab:

• Creating Archives

Restore Archive Tab:

• Restoring Archives

Restore Order Tab:

• Restoring Orders

Accessing this Page

• Click the Administration menu button, click the Manage button, and then click the Archive submenu link. You must have the necessary security permissions to access the Administration menu button, and to access the Archive page.

When you click the Administration menu button, Copia opens the main Administration menu, which contains administrative menu buttons, including the Manage menu. To return to the main menu for Copia, click the Lab Tasks menu button.

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Accessing Archive Tabs

1. Click the Create Archive tab to create archive files.
2. Click the Restore Archive tab to restore an entire set of orders that have been archived.
3. Click the Restore Order tab to restore one or more specific orders from an archive file.

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Creating Archives

1. Use the top section of the Create Archive tab to enter the parameters for the orders you wish to archive.
2. Enter the Archive Name to label the archive so that you know what orders are included in it. This field is required.
3. Enter descriptive information, if desired, in the Archive Comment field. For example, you may wish to include the date or information about the patients, practices, or locations for orders in the archive.
4. You may also enter or select the following parameters for the archive:
• Archive Priority: Select an option (High, Medium, or Low) to determine the priority the CPU takes in processing this archive request. The lower you set the priority, the faster the rest of the application will be.
• Aggregate File Size: Select an option (1, 10, or 25) to determine the size of the individual files that will be written to disk for this archive. The larger you set the file size, the faster the archiving will be and the slower the restoring will be, and vice versa.
• Time Range: Enter the period of time for which Copia should archive records.
  • Start Date: Enter the date after which Copia should begin archiving records; records older than this date will not be archived. You may select a date from the calendar view by clicking the calendar icon located next to the Start Date fields. If you do not specify a start date, then Copia archives anything older than the End Date. This field is optional.
  • End Date: Enter the date for Copia to stop archiving records. You may select a date from the calendar view by clicking the calendar icon located next to the End Date fields. This field is required. Copia will archive records older than this date, but after the Start Date, if specified.
• Patient: Click the Search button next to the Patient field to select a specific patient for the archive in the Patient Search page. See the Patient Search topic. By default, archives will include all patients, but if you select a specific patient, then Copia only includes orders for that patient in the archive. Click the All button to perform the archive for all patients.
• Deceased Patients Only: Select this option to restrict your search to patients who match your criteria and who are deceased. You set the patient's deceased status on the Demographics page.
• Practice: Click the Search button next to the Practice field to select a specific practice for the archive in the Practice Search page. See the Admin: Practice Search topic. By default, archives will include all practices, but if you select a specific practice, then Copia only includes orders for that practice in the archive. Click the All button to perform the archive for all practices.
• Location: Click the Search button next to the Location field to select a specific location for the archive in the Location Search page. See the Location Search topic. By default, archives will include all locations, but if you select a specific location, then Copia only includes orders for that location in the archive. Click the All button to perform the archive for all locations.

You may make selections for patient, practice, and locations. So, for example, you may perform an archive for a specific patient’s orders that were ordered at a specific practice or even specific location.

5. In the Order Choice Types section, select the Exclude or Include option, and then click the Add button to select order choice types in the Order Choice Type Search page that Copia should exclude from or include in the archive. See the Admin: Order Choice Type Search topic. You may wish to do this, for example, if your organization has to keep certain order choice results longer than others. In this case, you would select the Exclude option and add those order choice types to this list, and Copia will not archive them. Click the X button in the Delete column to remove an order choice type from the exclusion/inclusion list.
6. In the Patient Class section, select the Exclude or Include option, and then click the Add button to select patient classes in the Patient Class Search page that Copia should exclude from or include in the archive. See the Admin: Patient Class Search topic. Click the X button in the Delete column to remove a patient class from the exclusion/inclusion list.
7. Once you have established all of the desired parameters, click the Archive button to perform the archive.
8. Once you click the Archive button, Copia displays the progress of the archive in the Archive Running section, showing all the settings of the archive and a progress bar that updates every ten seconds. Note that Copia runs only one archive at a time for an entire Copia application. All users will see the progress page if an archive is already in progress.
9. Click the Pause button to pause the archive in progress, and then click the Pause button again to continue archiving the orders when you are ready.
10. During an archive, Copia displays a Stop button. Click this button to stop the archive and revert all data back to the way it was before the archive began. Note that in some instances this may take awhile.

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Restoring Archives

1. Use the Restore Archive tab if you wish to restore all of the orders included in a selected archive file.
2. Enter an archive name in the Archive Name field to search for archives based on the archive's name. Enter a start date in the Creation Start Date fields to specify filtering by a specific start date. Enter an end date in the Creation End Date fields to specify filtering by a specific end date. These appear in the format MM/DD/YYYY. Click the calendar icon to manually select a date, click the Now button to enter the current date, or click the Clear button to clear all values from the fields.
3. If the list is longer than one page, use the Page links, located below the list of archive files, to navigate through the list. If there are more page links than can fit on the page at once, Copia displays the Page field. Enter a number in this field and press the Enter key on the keyboard to immediately open the selected page.
4. Click the Name of the archive file to display the contents of the archive file on the Restore Order tab. This will allow you to individually restore one or more selected orders from the archive file.
5. Click the file Path to open a dialog that allows you to change the path where the selected archive is located.
6. Click the Restore button to restore all records in the archive that have not already been restored. When a restore is run, a progress page appears that details which archive is being restored, when the archive was started, and the completion progress bar that updates every 10 seconds. Note that Copia does allow multiple restores to occur at the same time.
7. Once you click the Restore button, Copia displays the progress of the restore in the Archive Restores Running section, showing which archive is being restored, when the restore was started, and a progress bar that updates every ten seconds. Note that Copia can run multiple restores at the same time.

   Note that if an archive file is missing, Copia alerts you to which files are missing and presents you the choice to partially restore the files or cancel the restoration.

8. Click the Refresh button to refresh the Archives section to reflect the filtering configuration specified in the Restore Archive Filter section to view the archive that was filtered for.
9. Click the Stop button to pause the restore in progress, and then click the Resume button to continue restoring the orders when you are ready.
   
   

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Restoring Orders

1. Use the Restore Order tab to view order details that are archived and restore archived orders on an order-by-order basis.
2. Copia displays all archived orders by Order ID, Ordered order choices, Patient name, Practice, Ordering Location, Order Date, Ordered By, and Restore Date (if it has been restored previously).
3. To narrow the list of displayed archived orders, set one or more of the parameters below:
   • Archive: Click the Search button next to the Archive field to select a specific archive in the Archive Record Search page that you wish to view and potentially restore. See the Admin: Archive Record Search topic. Click the All button to display all of the archives.
   • Start Date: Enter the date after which Copia should begin displaying records; records with order dates before this date will not be displayed. You may select a date from the calendar view by clicking the calendar icon located next to the Start Date fields.
   • End Date: Enter the date for Copia to stop displaying records; records with order dates past this date will not be displayed. You may select a date from the calendar view by clicking the calendar icon located next to the End Date fields.
   • Patient: Click the Search button next to the Patient field to select the patient in the Patient Search page whose orders you wish to view and potentially restore. See the Patient Search topic. By default, the list displays archives for all patients, but if you select a specific patient, then Copia only displays archived orders for that patient. Click the All button to display the archived orders for all patients.
   • Practice: Click the Search button next to the Practice field to select the practice in the Practice Search page whose orders you wish to view and potentially restore. See the Admin: Practice Search topic. By default, the list displays archives for all practices, but if you select a specific practice, then Copia only displays archived orders for that practice. Click the All button to display the archived orders for all practices.
   • Location: Click the Search button next to the Location field to select the location in the Location Search page whose orders you wish to view and potentially restore. See the Location Search topic. By default, the list displays archives for all locations, but if you select a specific location, then Copia only displays archived orders for that location. Click the All button to display the archived orders for all locations.
4. Once you have selected your filter parameters, click the Refresh button to update the list.
5. Select the Select checkbox for one or more orders in the list, or click the Select column header to select all of the orders on the currently displayed page. Note that you may select orders on more than one page before performing the restore.
6. After you select one or more orders, click the Restore button to restore the selected orders.
7. Click the Unarchive button to unarchive selected orders. Click the Restore & Unarchive button to restore and unarchive selected orders. If no orders are selected, clicking either of these buttons will display the message "No orders have been selected" and the action will be prevented.
8. When you restore orders, Copia brings the information back into the system; however, you must click the button in the Unarchive column to return the order to its original state, as though it had never been archived, so that you may edit the order.

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