351 lines
23 KiB
HTML
351 lines
23 KiB
HTML
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<title>Module 4: Student Archives - TIS-RMS User Guide</title>
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<meta name="description" content="Historical record storage, archived virtual folders, file restoration, and automatic inactive student archiving configuration.">
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<h1>TIS-RMS Guide</h1>
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<span>Talisay Integrated School</span>
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Module 1: Dashboard
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</a>
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<li>
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<a href="students.html" class="nav-link">
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Module 2: Students
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Module 3: Documents
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</a>
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<li>
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<a href="archives.html" class="nav-link active">
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Module 4: Archives
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</a>
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<span class="nav-icon"><svg viewBox="0 0 24 24" fill="none" stroke="currentColor" stroke-width="2" stroke-linecap="round" stroke-linejoin="round"><polyline points="6 9 6 2 18 2 18 9"></polyline><path d="M6 18H4a2 2 0 0 1-2-2v-5a2 2 0 0 1 2-2h16a2 2 0 0 1 2 2v5a2 2 0 0 1-2 2h-2"></path><rect x="6" y="14" width="12" height="8"></rect></svg></span>
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Module 5: Batch Print
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</a>
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<a href="reports.html" class="nav-link">
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Module 6: Reports & Analytics
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<span class="nav-badge">Admin</span>
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Module 7: User Accounts
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Module 8: Activity History
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</a>
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<li>
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Module 9: School Settings
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<span class="nav-badge">Admin</span>
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</a>
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Frequently Asked Questions
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<span class="nav-badge">FAQs</span>
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</a>
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Help & Troubleshooting
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<!-- Main Content Body -->
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<main class="doc-main">
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<!-- Section 8: Module 4: Student Archives -->
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<section id="archives" class="doc-section">
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<div class="section-header">
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<h2 class="section-title">Module 4: Student Archives</h2>
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<p class="section-subtitle">Separate historical record storage, virtual archive envelopes, and configurable automatic archiving.</p>
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</div>
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<div class="module-summary">
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<div class="module-summary-label">
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<svg width="14" height="14" viewBox="0 0 24 24" fill="none" stroke="currentColor" stroke-width="2"><polyline points="21 8 21 21 3 21 3 8"></polyline><rect x="1" y="3" width="22" height="5"></rect><line x1="10" y1="12" x2="14" y2="12"></line></svg>
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Archives Highlights
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</div>
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<ul class="module-summary-list">
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<li><strong>Isolated Historical Storage:</strong> Archived records are segregated from active rosters to prevent accidental modification while keeping records readily retrievable.</li>
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<li><strong>Archived Virtual Folders:</strong> Inspect stored documents and past submissions inside an archived student's dedicated folder.</li>
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<li><strong>Document Archiving & Restoration:</strong> Move individual files to the archive or restore them back to active student checklists when permitted.</li>
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<li><strong>Automatic Archiving:</strong> The system automatically evaluates learners without active enrollment after a configured grace period. Configure this in <a href="settings.html#settings-archiving">Automatic Archiving Settings</a>.</li>
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</ul>
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</div>
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<p class="paragraph">
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The Student Archives module safeguards historical learner folders, transcripts, and certificates for graduated, transferred, or inactive students. Archived records remain searchable by LRN or name, allowing the school registrar to issue credentials years after a student has departed.
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</p>
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<!-- Platform Mockups -->
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<div class="mockup-container">
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<div class="mockup-tabs">
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<button class="mockup-tab-btn active" data-tab-target="win-arc">Windows</button>
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<button class="mockup-tab-btn" data-tab-target="and-arc">Android</button>
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</div>
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<div class="mockup-pane active" id="win-arc">
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<figure class="doc-figure" data-lightbox="assets/images/windows/archives.webp" data-caption="Windows Archives showing inactive student records and search">
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<div class="doc-figure-img-wrap">
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<img src="assets/images/windows/archives.webp" alt="Windows Archives" loading="lazy">
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</div>
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<figcaption>
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<span>Figure 5A: Windows Student Archives Directory</span>
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<span class="zoom-hint"><svg viewBox="0 0 24 24" fill="none" stroke="currentColor" stroke-width="2"><circle cx="11" cy="11" r="8"></circle><line x1="21" y1="21" x2="16.65" y2="16.65"></line><line x1="11" y1="8" x2="11" y2="14"></line><line x1="8" y1="11" x2="14" y2="11"></line></svg> Click to enlarge</span>
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</figcaption>
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</figure>
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</div>
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<div class="mockup-pane" id="and-arc" style="display:none;">
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<figure class="doc-figure doc-figure-android" data-lightbox="assets/images/android/archives.webp" data-caption="Android Archives View">
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<div class="doc-figure-img-wrap">
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<img src="assets/images/android/archives.webp" alt="Android Archives" loading="lazy">
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</div>
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<figcaption>
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<span>Figure 5B: Android Archives View</span>
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<span class="zoom-hint"><svg viewBox="0 0 24 24" fill="none" stroke="currentColor" stroke-width="2"><circle cx="11" cy="11" r="8"></circle><line x1="21" y1="21" x2="16.65" y2="16.65"></line><line x1="11" y1="8" x2="11" y2="14"></line><line x1="8" y1="11" x2="14" y2="11"></line></svg> Click to enlarge</span>
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</figcaption>
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</figure>
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</div>
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</div>
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<h3 class="subheading">Archive Records Management</h3>
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<p class="paragraph">
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TIS-RMS strictly separates archived records from current academic cohorts:
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</p>
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<ul class="bullet-list">
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<li><strong>Separation of Records:</strong> Displays archived student records and documents independently from active records, ensuring that historical searches never clutter active classroom management.</li>
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<li><strong>Student Archives Folder View:</strong> Administrators can open any archived student's folder to view, preview, or download their stored documents.</li>
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<li><strong>Document Archiving & Restoration:</strong> Active documents can be relocated to the archive repository, and previously archived documents can be restored back to active student checklists whenever permitted.</li>
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</ul>
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<figure class="doc-figure component-screenshot" data-lightbox="assets/images/screenshots/archives_list.svg" data-caption="Archived Student Records Directory">
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<div class="doc-figure-img-wrap">
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<img src="assets/images/screenshots/archives_list.svg" alt="Archived Student Records Directory" loading="lazy">
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</div>
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<figcaption>
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<div>
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<span class="screenshot-title">Archived Student Records Directory</span>
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<p class='screenshot-sub'>Searchable archive repository keeping historical student profiles cleanly segregated from active rosters</p>
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</div>
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<span class="zoom-hint">
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<svg viewBox="0 0 24 24" fill="none" stroke="currentColor" stroke-width="2"><circle cx="11" cy="11" r="8"></circle><line x1="21" y1="21" x2="16.65" y2="16.65"></line><line x1="11" y1="8" x2="11" y2="14"></line><line x1="8" y1="11" x2="14" y2="11"></line></svg>
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Click to enlarge
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</span>
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</figcaption>
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</figure>
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<figure class="doc-figure component-screenshot" data-lightbox="assets/images/screenshots/archives_folder.svg" data-caption="Archived Student Virtual Folder & Files">
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<div class="doc-figure-img-wrap">
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<img src="assets/images/screenshots/archives_folder.svg" alt="Archived Student Virtual Folder & Files" loading="lazy">
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|
</div>
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|
<figcaption>
|
|
<div>
|
|
<span class="screenshot-title">Archived Student Virtual Folder & Files</span>
|
|
<p class='screenshot-sub'>Archived virtual folder view showing historical SF9/SF10 documents and one-click file restoration</p>
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</div>
|
|
<span class="zoom-hint">
|
|
<svg viewBox="0 0 24 24" fill="none" stroke="currentColor" stroke-width="2"><circle cx="11" cy="11" r="8"></circle><line x1="21" y1="21" x2="16.65" y2="16.65"></line><line x1="11" y1="8" x2="11" y2="14"></line><line x1="8" y1="11" x2="14" y2="11"></line></svg>
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Click to enlarge
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</span>
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</figcaption>
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|
</figure>
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|
|
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<h3 class="subheading">Automatic Archiving Engine</h3>
|
|
<p class="paragraph">
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To minimize administrative overhead at the end of each school term, TIS-RMS features an automated background archiving engine:
|
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</p>
|
|
<ul class="bullet-list">
|
|
<li><strong>Grace Period Evaluation:</strong> The system automatically identifies students who no longer possess an active enrollment in the current academic year after the expiration of a configurable grace period.</li>
|
|
<li><strong>Configurable Rules:</strong> Administrators can fine-tune the grace period and automatic schedule in the <a href="settings.html#settings-archiving">Automatic Archiving Settings</a> panel.</li>
|
|
</ul>
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<a href="documents.html" class="page-nav-link prev">
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<span class="page-nav-label">← Previous</span>
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<span class="page-nav-title">Module 3: Documents & Student Folders</span>
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</a>
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<a href="batchprint.html" class="page-nav-link next">
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<span class="page-nav-label">Next →</span>
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<span class="page-nav-title">Module 5: Batch Print Records</span>
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<div>
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<p class="footer-title">Talisay Integrated School — Records Management System</p>
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<span class="footer-sub">Official User Guide & Technical Handbook • Windows & Android Editions</span>
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<a href="index.html">Overview</a>
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