Icon TimeVue Archiving Records and Updating the Active Employee List

Regular archiving in TimeVue protects your payroll data, keeps punch lists manageable, and frees inactive employee slots for future use. Archiving also ensures you can safely restore historical records whenever reports or audits are needed. Following the proper archive process prevents data loss during system updates, restores, and major configuration changes. This procedure is recommended for businesses using TimeVue software with systems from Icon Time Systems.

When and Why You Should Archive TimeVue Data

TimeVue should be archived routinely — and always before making system changes that could affect stored records.

Best practice archiving times include:

• Before major edits in the program

• Before updating or reinstalling TimeVue on another computer

• Before importing Poll Log files

• Before restoring older archive files for reporting

• Before major operating system upgrades

Monthly archiving is strongly recommended to protect historical payroll data and maintain smooth system performance.

Step-by-Step Archive Process and Clock Reset

Start by creating a dedicated archive folder:

• Minimize all programs

• Right-click on an open desktop area

• Select New ? Folder

• Name the folder Time Clock Records

• Launch TimeVue

Now archive the data:

• From the Switchboard, select Archive

• Rename the default file Archive.arc to a dated name (Example: july282013.arc)

• Save the file inside the Time Clock Records folder

• Click Save to begin archiving

When prompted:

• Select YES to remove old data (if payroll is current for the last 30 days) This safely stores older punches inside the archive file while keeping your active database clean.

Next, update clocks and employee lists:

• Return to the Switchboard

• Select Time Clocks

• Click Reset All Clocks

• Exit the screen

• Select Poll Time Clock and complete polling

This refreshes punch data and updates the active employee count.

Once complete: • Old employee numbers become available for reassignment • Active punch lists are shortened • Historical records remain safely archived

Conclusion or Operational Takeaway

Routine archiving in TimeVue is essential for data protection, system performance, and employee record management. By creating dated archive files, removing old punch data, resetting clocks, and polling regularly, businesses maintain clean active databases without losing historical payroll records. Monthly archiving — and archiving before any major system changes — ensures TimeVue remains fast, accurate, and fully recoverable whenever historical reports or restorations are needed. This simple process is one of the most important best practices for long-term time clock system reliability.