How to back up a project folder before closing it
Close a project with a defined folder scope, a copy-only archive, and a report that shows what reached the final destination.
Safe Archive guide
Keep the copy, keep the context, and keep a record of what arrived.
Founder of ARCED Foundation, ARCED International, and Solutions of Things Lab (SoTLab). Built FolderManifest to help teams protect file integrity and stay audit-ready.
Published August 20, 2026
Scope first
Decide what you are allowed to copy before starting the archive.
Copy second
Use a destination that will remain available after access changes.
Verify last
Keep a report that names the files copied, converted, skipped, or failed.
Quick answer
Freeze the approved project scope, copy it to a destination the next owner can access, and keep the archive report with the files. Review failed and skipped items before the project is closed or the working folder is moved.
1. Freeze the project scope before closeout
Project closeout is easier when the archive has a clear boundary. Write down the source folder, final deliverables, supporting material, exclusions, and the person who approved the archive. If files are still changing, record the cutoff date or wait for the final handoff.
- Separate final deliverables from temporary exports and scratch files.
- Record shared folders or external links that are part of the project record.
- Identify personal or confidential material that should not be copied to the selected destination.
- Note who will own the archive after the project closes.
The scope becomes the reference for the report review. A clean copy of the wrong folder is still the wrong archive.
2. Create a copy-only project archive
Use Safe Archive to copy the selected folder to local storage, a NAS mount, S3-compatible storage, or Google Drive. It leaves the source untouched and writes _archive-report.html and_archive-report.csv into the destination.
Keep the report in the project archive. It gives the next owner a record of the transfer without requiring access to the original workstation.
Every archived file receives a SHA-256 value. If the copy stops partway through, the report names the files that need attention and the same archive can be rerun after the underlying problem is fixed.
3. Review the result before you close the project
- Confirm that the destination and archive date match the closeout record.
- Compare the report scope with the folders approved for retention.
- Review every failed, skipped, or converted item.
- Open a sample of important deliverables from the destination.
- Keep the HTML report for people and the CSV report for detailed follow-up.
The backup verification checklist covers the review sequence in more detail. Use it when the closeout needs a second reviewer.
Make the archive reviewable
FolderManifest copies the folder locally or to a supported destination, then creates a report with the files that arrived and the files that need attention.
4. Close the project with a clear handoff
Give the archive owner the destination, source scope, report, access instructions, and the list of any unresolved exceptions. Do not describe the archive as complete if the report still contains files that were skipped or failed.
Once the owner has reviewed the archive and the retention decision is recorded, the working folder can be handled under the project policy. Safe Archive does not make that deletion decision for you.
Frequently asked questions
What should I include in a project archive?
Start with the approved project folder and record the folders, file types, and exclusions that belong in the closeout. Include the final deliverables and the context needed by the next owner.
How do I prove the project archive is complete?
Review the archive report for total files, bytes, copied items, skipped items, and failures. The per-file SHA-256 values give you a record of what arrived at the destination.
Should I delete the working folder after archiving it?
Do not delete it as part of the archive. Safe Archive is copy-only; keep the source until the archive has been reviewed and the retention decision is made separately.
Where can I store a project archive?
Safe Archive supports a local folder or NAS mount, S3-compatible storage such as B2 or R2, and Google Drive. Choose a destination the next owner can access and review.