Everlaw supports database cold storage via Everlaw Archive. Everlaw Archive™ lets you archive inactive databases in a lower‑cost, non‑reviewable, non‑exportable state while preserving all documents, work product, and configurations exactly as they were. You can later restore access with your prior work intact.
Everlaw Archive is designed for long‑term retention (e.g. closed matters you must keep for 6+ months) or for pausing work on large matters for extended periods (> 6 months) without deleting the database.
While in Everlaw Archive, the database is not reviewable or searchable; users cannot interact with database contents outside of limited Admin access.
Everlaw Archive can be helpful in the following ways:
- Reduce hosting costs for inactive databases: Move complete databases into an archival state priced below active hosting, intended for long‑term retention periods.
- Data preservation: All documents and work product are retained, so you can restore and resume where you left off after reactivating.
- Clear operational expectations: Databases living in Everlaw Archive are non‑reviewable and non‑exportable until reactivated
- Visibility: Data usage notifications include Everlaw Archive usage, supporting proactive monitoring
Note
Everlaw Archive is not available on Everlaw GovCloud.
Note
Everlaw Archive is an add-on contract feature with a monthly rate and a database reactivation fee. To best understand the billing implications of Everlaw Archive, consult your contract and/or reach out to your Everlaw representative or support@everlaw.com.
Requirements
To archive a database:
- You must be an Organization Admin or Database Admin
- Have Everlaw Archive enabled in your organization’s contract
Everlaw Archive vs database suspension or deletion
The table below outlines the core differences and similarities between Everlaw Archive and database suspension or deletion:
| Suspension | Everlaw Archive | Delete | |
| Review | Documents cannot be reviewed | Documents cannot be reviewed | n/a after deletion |
| Data export | Data can be exported |
Data cannot be exported Tip To avoid incurring a reactivation fee, exports should be completed prior to archiving a database. |
Must export and download prior to deletion |
| Reactivation time | Immediate | Typically hours | n/a after deletion; you need to create a new database and re-upload your exported data |
| Reactivation/Restoration | After reactivation, the database/project restores to pre-suspension status | After reactivation, the database restores to pre-Archive status |
Cannot be automatically restored. A database restoration does not restore the database to its pre-deletion status. |
| Optimization | Optimized for short‑term pauses and administrative workflows (< 6 months) | Optimized for long‑term retention and lower cost (6+ month) storage |
Optimized for permanently closed cases Project exports are optimized for long term storage (e.g. you don’t plan on revisiting the case but are required to store the data for 5 years) |
For longer term storage of databases (e.g. you don’t plan on revisiting the case), you may prefer to export your database before deleting the database entirely. For long term storage, you can upload the exported data to Everlaw Staging Drive.
Note
Reactivating a database stored in Everlaw Archive requires an activation fee. For more information contact your Everlaw representative.
Enable Everlaw Archive for your organization
Everlaw Archive will not be available in your organization until it is enabled. To enable this feature, contact your Everlaw Customer Success representative.
Move a database to Everlaw Archive
Databases can be moved to Everlaw Archive from both the Organization home page and Database Settings. Your entry point depends purely on your permissions.
Both options are detailed below.
Note
You must archive the entire database as partial-database Everlaw Archive is not supported.
Archive from the organization level
To move a database to Everlaw Archive form the organization level:
- Go to Organization home > Projects & Users.
- Select the three-dot menu for the project you want to archive. Then select Archive database.
This opens the Archive database dialog, which provides additional details about using Everlaw Archive. - Once you’ve reviewed this information, use the Select archive timeframe field to select exactly when to archive your database:
- Automatically archive at the end of the current month’s billing cycle
-
Archive now
Note
If a database has been reactivated within the current month, the dialog’s Archive Now option is disabled. You can still schedule the database to automatically archive at the end of the billing cycle to ensure no gap in your cost-savings.
- Select Archive.
Archived databases and their projects are marked with an Archived flag.
Archive from the Database Settings
To move a database to Everlaw Archive from Database Settings:
- Go to Project Management > Database Settings.
- On the Overview page, select Database Actions > Archive database.
- This opens the Archive database dialog, which provides additional details about using Everlaw Archive.
- Once you’ve reviewed this information, use the Select archive timeframe field to select exactly when to archive your database:
- Automatically archive at the end of the current month’s billing cycle
-
Archive now
Note
If a database has been reactivated within the current month, the dialog’s Archive Now option is disabled. You can still schedule the database to automatically archive at the end of the billing cycle to ensure no gap in your cost-savings.
- Select Archive.
Archived databases and their projects are marked with an Archived status.
Reactivate an archived database
Reactivating databases restores document review and export functionality within a few hours.
Just like with archiving a database, archived databases can be reactivated from both the Organization home page and Database Settings. Your entry point depends purely on your permissions.
Both options are detailed below.
Note
A database cannot be archived and reactivated more than once within the same month. However, you can still schedule the database to automatically archive at the end of the billing cycle to ensure no gap in your cost-savings.
Reactivate from the organization level
To reactivate an archived database from the organization level:
- Go to Organization home > Projects & Users.
- Select the three-dot menu for the project you want to archive. Then select Reactivate database.
This opens the Reactivate database dialog. - Review the details provided, then select Reactivate.
While Everlaw thaws your database, it is marked with a REACTIVATING flag.
Reactivate from Database Settings
To reactivate a database from Everlaw Archive:
- Go to Project Management > Database Settings.
- On the Overview page, select Database Actions > Reactivate database.
This opens the Reactivate database dialog. - Review the details provided, then select Reactivate.
While Everlaw thaws your database, it is marked with a Reactivating status.
Check a database’s last reactivation date
To check a database’s last date of reactivation from Everlaw Archive:
- Go to Organization home
> Projects & Users.
- Select a database to open the details side panel.
In the details panel, the Last reactivation from Archive field shows the most recent date and time when that database was reactivated from Everlaw Archive.