Administrator's Plus Report Cards Manual - Rediker Software, Inc.

Archive
Archive
The first window that you will see when you choose Option #9 ARCHIVE, from the
Report Cards Plus master window will be:
Specification
ARCHIVE
STUDENTS'
REPORT
CARDS DATA:
Description
The ARCHIVAL files have enough room to hold a specified number of
years worth of report cards information. Before you set up your
ARCHIVAL files, you used the CUSTOMIZE RC program to set how
many years of report cards information you wanted your archival files
to be able to hold. PARAGRAPH BREAK The current year's report
cards information, which is stored in the report card files, is defined as
“YEAR 0”. Last year's report cards information, which is stored in the
ARCHIVAL files, is defined as “YEAR -1”. The information for the year
before is defined as “YEAR -2”, and so on. If you have defined your
archival files to hold three year's worth of report cards information, they
will contain slots for “YEAR -1”, “YEAR -2” and “YEAR -3”.
At the end of each year, after updating students' career credits and
grade point averages, this option will be used to archive the current
year's report cards data. ARCHIVING means copying this year's data,
which is YEAR 0, into the archival file as YEAR -1. It will also move all
of the current data in the archival file back one year.
COPY YEAR
0 to YEAR-1
ONLY:
The previous diagram shows what happens when the archival process
is run. Note that the archival process does not MOVE the current year's
data from YEAR 0 to YEAR -1 but it COPIES it. In other words, after
running the archival process, the current year's data is in two places. It
still exists as YEAR 0 and it is also in YEAR -1. When the BEGINNING
program is used, the YEAR 0 data will be erased to make room for next
year's current data. In the archival file, however, MOVING does take
place. The data from YEAR -1 is moved to YEAR -2 and the data from
YEAR -2 is moved to YEAR -3. Because this archival file has only been
set up for three years, any data in YEAR -3 will be lost.
After using option 1, you may make further changes to YEAR 0 data.
Use this option to copy the data from YEAR 0 to YEAR -1 without also
moving the other years back another year.
Report Cards Manual 9-3