What happens when the project ends?

In Aconex, each organization owns its data and controls who sees it. 

At any time during an active project, the project-owning organization can set other organizations to archive access. Organizations with archive access cannot create any new information on the project but can see their own data and anything which has already been sent to them (while the project is covered by an active and applicable subscription). 

When an organization's involvement in a project ends, it can purchase an archive product to retain access to its project data.

Below you'll find the different project end processes for paying organizations and non-paying organizations.

For paying organizations

1. If the project is covered under a subscription that hasn't expired, your organization has archive access to the project for the duration of the subscription, using your Aconex login.
   
2. Before the project completes, invite everyone who requires access to the project's information.
3. Once the project is completed, your organization sets all organizations to archive access. This means no new information can be created on the project. Before you proceed you may wish to advise participating organizations that the project will be set to archive access. 
4. Your project data is accessible for the duration of the active subscription.

For non-paying organizations

1. If the project is covered under a subscription that hasn't expired, your organization has archive access to the project for the duration of the subscription, using your Aconex login.
2. Once you've been made aware the project is nearing completion, make sure everyone from your organization who requires access to the project's information has been invited to the project.
3. Once the project is completed, the Aconex project-owning organization sets all organizations to archive access. This means no new information can be created on the project.
4. Your project data is accessible for the duration of the active subscription.
   
   Note: As a participating organization, your archive access is dependent on the subscription between the Aconex project-owning organization and Oracle. Should this subscription change and access is not covered by another subscription you may need to purchase an archive by emailing Archives at Aconex. If the subscription changes, Oracle may raise a banner on the project informing all organizations that the project will be inaccessible after 30 days. After this time all organizations will lose access to their data unless they have purchased an archive. 

What happens when the subscription covering my project expires?

1. Oracle may raise a banner on the project informing all organizations that the project will be inaccessible after 30 days. After this time all organizations will lose access to their data unless access is covered by another subscription or they've purchased an archive.
2. If your organization is purchasing an archive, you can request a quote from your Aconex project. Alternatively, you can email your request to Archives at Aconex. Make sure users who require access to use the archive product have been invited to the project.
3. If your organization already has a subscription for an archive product you can raise a service request for delivery of your archive.
4. Oracle will close the project in not less than 30 days.
5. If you purchased one, or have an existing subscription covering one, your project data is accessible in the format your organization purchased.

I don't want to purchase an archive. How can I get my data?

• You can export your document metadata by searching all Documents with all relevant columns added.
• You can download all your documents with a zip download. 
• Mail can be exported individually.
• Insights has useful reporting features to export data, such as Field reports.