Hi, I'm using Quicken 2004 on Windows and want to figure out how to
archive out some of my old info-- I've been a Quicken user since like
'98 or so, and in that time, I have opened and closed at least 20
credit cards, CDs, etc. plus I've changed banks (and checking and
savings accounts) twice in that time, too ...so now my Quicken file is
full of all those old unused accounts and old transactions and just a
lot of fluff that I don't like in there. I've already hidden the
unused accounts but that's just a stopgap measure: my Quicken data
file is 11 megs and I think that means it's time to slim it down!

I want to know three things:

1. How can I archive, say, everything I haven't used since 2001, in a
way that if I need to go back and look at an old transaction, I can?

2. If something is archived, how does it deal with keeping the balance
right in the account? Does Quicken just put one big balance adjustment
in place of all the transactions that came out?

3. Is there anything else I should know about doing this? (I.e. is
this the right way to approach this problem?)

thank you very much,
Eric

pnoeric...

Thank you for acnowledging my work as an acceptable answer.

I wish there were a better option available, but that's all
there are. And yes, I'd say 11MB is a bit too bloated to 
continue with or to use the archive method. Mine's only
about a half a megabyte! So your best bet for slimming the
files to a manageable size is the 'start new year' option.
I'll repost the information here:

There is another option in addition to the one mentioned by csmba-ga. 
I have Quicken '99, but I'm sure the options are similar in 2004. 
 
Archiving simply archives the previous years' transactions to a  
separate file, but does not remove these transactions from your
current file. 
 
The other option is called 'Start New Year'. This saves a copy of 
your current file and starts a new one with only this year's 
transactions and unresolved invoices remaining. This would 
be the thing to do to slim down the Quicken file you are using 
on a daily basis, while still having access to the previous 
content. 
 
From the help file, here are the advantages and disadvantages of 
each method: 
 
"Archiving vs making a year-end copy" 
 
"Many people are accustomed to organizing and storing their 
 files at the end of the year for safekeeping. You can do 
 this with your Quicken data, too, in one of two ways: 
 Archiving copies all transactions dated earlier than this 
 year and places them in a separate file. Your current file 
 is untouched, and you keep using it as usual. The advantage 
 to this method is that you can still create reports that 
 include all your historical data." 
 
"Starting a new year copies your current file and then removes 
 your transactions dated earlier than this year. Your current 
 file then contains only transactions dated this year (along 
 with uncleared transactions and all investment transactions). 
 If your file contains invoice/receivable transactions, 
 Quicken retains all unpaid transactions such as unpaid 
 invoices as well as invoices created prior to the date you 
 specified but which are linked to payments that fall within 
 the new date range. We recommend this method only if your 
 data files are getting so large that regular backups are 
 inconvenient. [familiar?] Disadvantages of this method are:" 
 
"You won't be able to use last year's transactions in reports." 
 
"If you don't reconcile your accounts regularly, the Start 
 New Year option won't work well, because your old transactions 
 won't be cleared." 
 
"If you use online banking to update your credit card accounts, 
 the Start New Year option removes the previous year's 
 transactions from your accounts (including payee information). 
 When payee information is removed, online banking may not be 
 able to match payees and categories correctly the next time 
 you update your register." 
Copyright (c) 1998 Intuit, Inc. 
 
Obviously this would work best if your accounts are all  
reconciled on a regular basis. 
 
As to your points: 
 
1. With either method, it is not possible to archive 
   everything prior to a arbitrary date such as 'prior 
   to 2001. You can either archive everything prior to 
   this year, while retaining the data in your current 
   file, or you can archive everything to date and keep 
   using a 'new year' file with only this year's data. 
 
2. I haven't utilized either method, so I can't say how 
   Quicken handles the balance issue, but I'm sure you're 
   correct, and it simply creates a 'starting balance' 
   based on the ending balance of the data which is  
   removed, in the 'new year' option. 
 
3. I think I covered everything else you need to know, 
   and I think that the 'new year' option is what you 
   need to do to reduce the filesize you're using.

Due to the caveat: "If you don't reconcile your accounts
regularly, the Start New Year option won't work well, because
your old transactions won't be cleared", I would recommend
making every effort to reconcile your accounts to the best
of your ability prior to utilizing the 'new year' method.
Then again, if you're not in the habit of reconciling them,
perhaps it won't make any difference... : )

Please do not rate this answer until you are satisfied that
the answer cannot be improved upon by means of a dialog
established through the "Request for Clarification" process.

sublime1-ga


My research strategy was to explore the Quicken help file.

have you tried this?
http://www.intuit.com/support/quicken/docs/w_archive.html
I am not sure it works (it sounds more like a backup then archiving
operation) and i dont have a quicken on this computer so I can not
check it out myself..
let me know if it does the trick.
regards.

pnoeric...

There is another option in addition to the one mentioned by csmba-ga.
I have Quicken '99, but I'm sure the options are similar in 2004.

Archiving simply archives the previous year's transactions to a 
separate file, but does not remove last year's transactions from
your current file.

The other option is called 'Start New Year'. This saves a copy of
your current file and starts a new one with only this year's
transactions and unresolved invoices remaining. This would
be the thing to do to slim down the Quicken file you are using
on a daily basis, while still having access to the previous
content.

From the help file, here are the advantages and disadvantages of
each method:

"Archiving vs making a year-end copy"

"Many people are accustomed to organizing and storing their
 files at the end of the year for safekeeping. You can do
 this with your Quicken data, too, in one of two ways:
 Archiving copies all transactions dated earlier than this
 year and places them in a separate file. Your current file
 is untouched, and you keep using it as usual. The advantage
 to this method is that you can still create reports that
 include all your historical data."

"Starting a new year copies your current file and then removes
 your transactions dated earlier than this year. Your current
 file then contains only transactions dated this year (along
 with uncleared transactions and all investment transactions).
 If your file contains invoice/receivable transactions,
 Quicken retains all unpaid transactions such as unpaid
 invoices as well as invoices created prior to the date you
 specified but which are linked to payments that fall within
 the new date range. We recommend this method only if your
 data files are getting so large that regular backups are
 inconvenient. [familiar?] Disadvantages of this method are:"

"You won't be able to use last year's transactions in reports."

"If you don't reconcile your accounts regularly, the Start
 New Year option won't work well, because your old transactions
 won't be cleared."

"If you use online banking to update your credit card accounts,
 the Start New Year option removes the previous year's
 transactions from your accounts (including payee information).
 When payee information is removed, online banking may not be
 able to match payees and categories correctly the next time
 you update your register."
Copyright (c) 1998 Intuit, Inc.

Obviously this would work best if your accounts are all 
reconciled on a regular basis.

As to your points:

1. With either method, it is not possible to archive
   everything prior to a arbitrary date such as 'prior
   to 2001. You can either archive everything prior to
   this year, while retaining the data in your current
   file, or you can archive everything to date and keep
   using a 'new year' file with only this year's data.

2. I haven't utilized either method, so I can't say how
   Quicken handles the balance issue, but I'm sure you're
   correct, and it simply creates a 'starting balance'
   based on the ending balance of the data which is 
   removed, in the 'new year' option.

3. I think I covered everything else you need to know,
   and I think that the 'new year' option is what you
   need to do to reduce the filesize you're using.

Since the solutions that are available don't hit precisely
on your points, I'm posting this as a comment. If you feel
this is an acceptable answer, I will post it as one.

sublime1-ga

Sounds like Quicken encourages data file bloat ;-) I don't reconcile
all my accounts very well, so it seems like maybe I should experiment
with the 'Start New Year' option-- tho I SO wish it was 'Start New
Year (As Of Two Years Ago)' or something :-) Removing everything prior
to 2003 is too soon, but everything prior to 2001 or so would be
perfect. Ugh. Anyhow, yes, please re-post as answer, it looks like you
put some time into it and that is appreciated.

best
Eric