What is Meeting Archiving in OnBoard?

Archiving a meeting in OnBoard creates a permanent historical record of that meeting. This record supports organizational compliance, transparency, and audit or legal requirements by preserving meeting access history and materials.

Once a meeting is archived, it cannot be undone.

Before Archiving a Meeting

What Should I Confirm Before Archiving?

Before you archive a meeting, confirm that you are ready to make the meeting permanent and read‑only. Archiving is irreversible and may permanently remove annotations depending on your organization’s settings.

Review the following before continuing:

• Archiving cannot be undone
• If your Organization Administrator has enabled Delete Annotations from Archived Meetings, all annotations will be permanently deleted
• Deleted annotations cannot be recovered

Steps to Archive a Meeting

How Do I Archive a Meeting in OnBoard?

To archive a meeting in OnBoard, follow these steps from the meeting details screen.

1. Open the Meeting Options menu

2. Select Archive

   

3. When the confirmation dialog appears, click Confirm, then Yes.

Once confirmed, the meeting is immediately archived.

What Happens After Archiving?

How Do Permissions Change After Archiving?

After a meeting is archived, user permissions are automatically updated to protect the historical record.

• Contributors become Readers
• Administrators remain Administrators
• Administrators can still manage access to the archived meeting

What is the Permission Snapshot Report?

When a meeting is archived, OnBoard creates a Permission Snapshot Report. This report records who had access to the meeting at the time of archiving.

To access the report:

1. Open the archived meeting
2. Go to Downloads
3. Select Permission Snapshot

What Happens to Annotations?

• What happens to annotations depends on your organization’s Meeting Annotation Data Retention setting.
• If Remove Annotations from Archived Meetings is enabled:
  • All annotations are permanently deleted
• If the setting is not enabled:
  • Notes and annotations remain view‑only

Can Users Still Access the Meeting Book?

Yes, users can still access the meeting book after archiving if they have the correct permissions. The meeting materials remain visible and unchanged.

FAQs

Can I undo archiving a meeting?

• No. Archiving a meeting is permanent and cannot be reversed.

Will annotations remain after archiving?

• If the organization setting Remove Annotations from Archived Meetings is enabled, annotations are deleted permanently.
• If not enabled, annotations remain view-only.

Can administrators still manage access after archiving?

• Yes. Administrators retain their role and can grant or update access to archived meetings. 

Where can I learn more about meeting permissions?

• You can learn more about meeting and agenda permissions in the Understanding OnBoard Permissions article in the OnBoard Help Center.

Where can I find more meeting‑related help?

• Visit the Meetings section of the OnBoard Help Center for related articles on creating, managing, and downloading meetings.