a) You have to create a copy of the affected documents:
The purpose here is that the documents can be easily opened and are easily retrievable. The files of the documents must be converted and stored in such a manner that they ensure good orientation through folder structures and file names. The purpose should be to convert the attachments of a document to a file – preferably in PDF format. The index terms should appear on a single page within the PDF file, if so desired. This enables you to easily view documents both in Windows Explorer and on your cell/mobile phone.
b) You want to split the archive in such a manner that part of it remains unchanged and you can export and then delete part of it:
The purpose in this case is to export the data in a format that can be easily imported into the target system. So, a technical target format is desirable in this case.
In this case, you would have to know in advance which formats are required. Because this is not easily possible, you should implement an export tool including scripting. The affected documents might initially be available in a reference list. When exporting or iterating the individual reference rows, CSV formats or formats similar to XML, could be configured by parameterizing them. If a different format is required, a pre-/post-script can enable a script that suitably performs formatting per document field.
As you can see, the reasons for exporting archive documents may be varied. So it’s high time you dissociated yourself from the notion of an archive as a dumping ground.