Guide · Updated 2026-10-02
How to Archive Completed Site Columns on a Matrix
When a site closes, archive its project-specific columns instead of leaving them cluttering the live sheet. Move evidence into retention storage, mark the requirements inactive or historical, and keep the operational matrix limited to sites you still mobilise.
Quick answer
On demobilisation day: export or snapshot the site columns you need for retention, attach final evidence, then hide or deactivate those columns on the live matrix. Do not delete history to “tidy up” if audits may still ask for that project.
What to archive versus keep live
- Archive: client inductions, site permits, project-only briefings
- Keep live: portable cards and role baselines that still apply
- Snapshot: a dated export of the crew as of last day on site
- Leave: gap notes that explain why someone never attended that site
Spreadsheet habits that work
- Freeze a “Archive — Project X” tab or folder with the final columns.
- Prefix archived column headers so they never reappear in live filters.
- Record the archive date and owner in a change log.
- Confirm Monday mobilisation views no longer include that site.
In software, inactive requirements or project tags usually beat cutting columns. The discipline is the same: live view for work still happening, archive for history.
Honest limits
FieldClear supports evidence and status on assigned requirements. It does not set how long you must retain project files or whether a client needs a close-out pack. Follow your retention policy. Not legal advice.
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