The Servicing Director Archiver is an optional feature which automatically creates copies of the letters and reports generated in Servicing Director. Your Servicing Director administrator enables the Archiver option using the System Administration Archiver Options screen. Your administrator can enable automatic archiving of all letters and all reports, or allow users to choose to archive each individual document when it is generated.

The archive copies are stored in folders your administrator creates on your own network. The best practice is to create new storage folders periodically, sending new archive copies to a new folder location. All the storage folders can be available, but periodically having new folders breaks up the files into smaller sets by date, making them easier to manage. For example, you might could create four different folders, one for each of the next four years, and on the first of every year, designate a different folder as the active folder.

Setup

You need to have folders to archive documents shared on your network with permission granted to your Servicing Director Windows desktop users to write files to the folder. After you share the folders that you want to use to store archive documents, you need to register those folders using the Archiver Options screen in System Administration. After you register the folders, they are available in the drop-down lists for the Active Folder and Reserve Folder fields on the Archiver Options screen; they are also available from the lists for the (Source) Folder and (Destination) Folder fields on the Manage Master Files screen in System Administration.

• On the Archiver Options window, you can set the global archiving options, choosing to archive all reports, or all letters, or both reports and letters by selecting the Archive All Reports or the Archive All Letters check boxes.
• On the Event Criteria window, if you do not want to archive every report or every letter, but you would like to archive every instance of a particular report or letter, you can select the Archive Document check box for the letter or report.
• On the Instance Criteria screen you can also indicate that in this particular instance you want this letter or report archived by selecting the same check box for the letter or report. Selecting the Archive Document check box at the event level causes that document to be archived each time the document is produced (each time the event that creates the document is run). Selecting the same check box for a particular instance causes the document you produce to be archived that one time.
• Use the Archiver Options Manage Masters window to manually move or delete archived files. You can move or copy archived files from one location to another; however, the locations must be registered archive folders. You can also delete archived documents.
  • If you want to delete an entire Archive folder from the Setup Folders on Fixed Hard Drives screen, you must make sure that the folder is empty first. You want to empty the folder by moving the files using the Manage Master List screen, not Windows Explorer.
  • If you move files using Windows Explorer, you will not be able to later retrieve those files using the Archiver screen and you will damage the Archiver database. We recommend that you use Microsoft procedures to prevent anyone from accidentally deleting these folders.

Notes:

• You cannot change an archived document.
  For example, if you view an archived document, and make changes to the document you are viewing, those changes are not saved in the archived copy.
• You can automatically archive reports as long as you run them through the Event Manager or the Module Reports screen available in most modules. (Some modules have Reports buttons on the toolbar: Investor Accounting, Analysis, and Pool Reporting. You cannot archive reports that you run from these screens; however, if you run the same reports from the Event Manager or Module Reports screen, you can archive them.)
• You cannot archive documents that print for two or more loans per page.
  For example, the Accrued Fee Notices and Late Notices print three notices per page.
• The archive copies of generated letters and reports will by default be in the Rich Text .RTF format. However, starting with version 16.1, there is an option to archive files in the .PDF format.  See the Servicing Director Product Documentation in the Support Center for further information about this option.
• You can also add documents from outside of Servicing Director to the archived documents. By adding documents, you can archive a wide range of documents, spreadsheets, graphics, and compressed files. You can archive the following file formats:
  • .PDF files
  • .TXT files
  • .DOC files
  • .RTF files
  • .XLS files
  • .JPG files
  • .GIF files
  • .BMP files
  • .ZIP files

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000055272