Archiving Assets

Assets are archived using the same file structure as stored assets (by region)

There are two ways an asset can get archived:

Auto Archiving
Auto archiving is done based on IP rights expiration. You can archive an asset either in the folder, search results, from the cart, or on the asset detail page in touch view.
Content Owners and CLCs will receive a monthly email notification 30, 60, and 90 days prior to assets are expiring. If the contract is not renewed and the IP Right is not updated, the asset is automatically archived in BrandNext.
Manual Archiving
When reviewing the assets prior to archiving, check the metadata to see if the asset is linked to any other assets that may need to be archived with it. You can review this in the asset detail page under the related assets or Contract tab. You should also determine if the asset is being used on the web, in an InDesign document, or on a connecting system like Hybris before archiving it.

Follow these steps
 1. Select the asset to archive.

 
2. You can archive the asset in one of the three ways listed below:
  1. From the search results or the folder view:  Select ARCHIVE at the top of the screen in the grey buttons.
  2. From the cart:  Use the task menu drop down and choose ARCHIVE
  3. From the asset detail page: Click the FILE BOX icon

The archival dialog box will then open.
3. Enter a reason for archiving the asset.

Best practice states that the person archiving should also type in his or her initials so there is record or who archived them.
4. Click Archive and then close.

The Content Owner and CLC will receive notification that the asset has been archived

If the IP Right is no longer applicable to any live assets, you will want to hide it. You will need to contact your local IT and request them to do this function.