# Archive Retention Policy

**Last Updated**: 2025-01-27  
**Status**: Active

## Overview

This document defines the archive retention policy for documentation in the `docs/` directory.

## Archive Structure

```
docs/archive/
├── status-reports/     # Historical status reports
├── old-configs/        # Old configuration files
└── [other]/            # Other archived content
```

## Retention Periods

### Status Reports

- **Active**: Reports from last 6 months
- **Archive**: Reports older than 6 months
- **Review**: Quarterly review to identify reports to archive
- **Retention**: Keep archived reports for 2 years minimum

### Configuration Files

- **Archive**: When configuration structure changes significantly
- **Retention**: Keep for reference during migration period (1 year minimum)

### Documentation

- **Archive**: When documentation is superseded or deprecated
- **Retention**: Keep for historical reference (indefinite, unless explicitly deleted)

## Archive Process

### Step 1: Identify Candidates

Review documentation quarterly to identify:
- Status reports older than 6 months
- Deprecated documentation
- Superseded guides

### Step 2: Review and Categorize

- Review content for historical value
- Categorize by type (status reports, configs, guides)
- Determine appropriate archive location

### Step 3: Move to Archive

1. Create appropriate archive subdirectory if needed
2. Move files to archive
3. Update indices and references
4. Add archive metadata

### Step 4: Update Documentation

- Update master index
- Update status reports index
- Add note in archived file about original location
- Update cross-references if needed

## Archive Metadata

Each archived file should include:

```markdown
**Archived**: YYYY-MM-DD
**Original Location**: path/to/original/location
**Reason for Archiving**: Brief reason
**Superseded By**: Link to new document (if applicable)
```

## Review Schedule

- **Quarterly**: Review status reports for archiving
- **Annually**: Review all archived content for potential deletion
- **As Needed**: Archive deprecated documentation immediately

## Deletion Policy

- **Minimum Retention**: 2 years for status reports, 1 year for configs
- **After Retention**: Review for deletion
- **Never Delete**: Historical documentation with significant value
- **Documentation**: Document all deletions in archive log

## Archive Index

Maintain an archive index at `docs/archive/README.md` that lists:
- Archived content by category
- Archive dates
- Original locations
- Reasons for archiving

## Related Documentation

- [Archive README](README.md)
- [Master Documentation Index](../MASTER_DOCUMENTATION_INDEX.md)
- [Status Reports Index](../operations/status-reports/STATUS_REPORTS_INDEX.md)

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**Last Updated**: 2025-01-27  
**Next Review**: 2025-04-27