With Archive Documents in DB Precision, users can electronically store documents within the DB Precision database. Once stored, these documents can be opened for viewing or file recreation.

Using a process called binary streaming, DB Precision breaks documents down to their binary equivalent and then stores them inside the database itself. It is not a link to the file but rather the actual contents of the file. Once a file has been stored inside DB Precision as an archive, it no longer needs to be retained on your network.

While pdf documents are the most common type of file to be stored, you can just as easily store other file types such as Word documents, Excel documents, and text files.

Documents can be stored for both participants and sponsors and can be made accessible within the portal with check boxes in each archive.

Documents can be added to DB Precision by either creating them as part of an export process, through scanning and then adding manually, or through an archive import process.

To access archives for a Person, open the Person and then press the Manage Archives button on the Home tab. This will open the Manage Person Archives screen where you can add, edit, or delete archives for a Person. Double-clicking an archive will allow you to view and edit the details for an archive on the Person Archive Detail screen.

The process of accessing archives for a Plan Sponsor is the same as the process for a Person. The only difference is that you need to do the steps outlined above with a Plan Sponsor or Plan Document opened rather than with a Person opened.

Creating of archives using DB Precision can be done as part of an export process. With this method, all documents produced through an export can be stored with the check of a box. On the Export screen, you will see a check box Save results to archive. If you check this box and provide an archive description/title when doing an export, each document produced will be saved as a pdf for each Person exported.

There are times when you will need to store documents for multiple people. Using the Sponsor Archive Import tool, you can take existing documents and import them in to DB Precision. Furthermore, if you discover after import that you either need to make a global change to the imported archives or need to delete these documents, this can be done on the Manage Sponsor Archives screen.

Please note that before you import archives into DB Precision, each document imported needs to be in its own document. For large pdf documents with multiple documents, you can split the pdf into smaller files by using the full version of Adobe Acrobat.

In addition, you will need to create a file that has at least two columns: 1) SSN and 2) Full path of each archive to be imported. This file, called the Archive Index File can also include other columns such as document description and type if these amounts are not the same for every document being imported.