Archive

Remove a reviewed entry that no longer applies from all lists with “Archive”, without deleting it.

Executive managementHead of department

Purpose

Knowledge goes out of date. Archiving removes outdated entries from list, search, situation report and drafts, but keeps them for traceability.

How it works

WorkspaceKnowledgeReviewed knowledgeArchive

Open “Knowledge” in the left column.
Find the entry under “Reviewed knowledge”.
Click “Archive” on the entry. “Archived.” appears.

KnowledgeIllustration

Recording

“For rush orders I first ask production, then the approval office.”

New entry

Approving rush orders

Source: Conversation with purchasing
Who may see it?: Department

DraftIn reviewApproved

Reviewed by a second person

Reviewed knowledge

Fig. 1 A spoken sentence becomes a knowledge entry with source and visibility scope. After review by a second person it is approved and appears in reviewed knowledge.

Who may archive

“Owner”, “Administration” and “Executive management” may archive, as may whoever heads the department the entry is assigned to.

What archiving does

The entry disappears from “Reviewed knowledge”, from search and from the numbers in the overview.
Situation reports and drafts are only based on approved knowledge; archived entries are no longer included.
The entry is kept in the database; archiving is not deleting.
The action is recorded in the log.

Tips

Only archive an entry once its successor has been approved, so that no gap arises.

Frequently asked questions

Is an archived entry deleted?

No. It stays stored, but no longer appears in any list or any search.

Does archived knowledge show up in situation reports?

No. Situation reports use only approved entries.

Related features

Capture a knowledge entryUnder “New entry”, record what you know, with title, explanation, source, department and visibility scope.Search knowledgeIn the “Search” field, enter all the words that should appear in the title or explanation of an entry.LogUniverse Memory records every significant action with person, action, object and time in the organization's log.Create and approve a situation reportChoose period and department, click “Create report”, check the result and confirm it with “Approve”.

As of: 23/10/2026 · Concept & lead: Alexander Holtermann