Task:
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Final archiving
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Who is notified:
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Responsible users for final destination, specified in the record retention schedule associated with the category of the document that will be associated with a new repository.
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When:
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The receiving of the final destination form is approved. If the "Automatically send document to the archiving task after saving it in the system" option is checked in the general parameters and the document is being sent to the first archiving step, this task will be generated and it will not be necessary to issue and receive the transfer form.
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Purpose:
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Store the document permanently, associating it with a new repository so that is still available for research or collection purposes.
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How to execute this task:
1.
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In the list of pending records, select the document that will be destined to a new repository. It is possible to associate more than a document at a time with a new repository. To do so, use SHIFT or CTRL keys or check next to each record.
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2.
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After that, click on the  button on the toolbar.
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3.
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At this point, the archiving screen will open. The following fields are available:
Field
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User
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Displays the name of the user who is performing the archiving.
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Department
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Displays the name of the department of the user who is performing the archiving.
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Storeroom path (Default)
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Fill out this field if all documents displayed in the list of records at the bottom of the screen will be archived in the same repository. In this case, in the storage place structure that will be displayed, select the desired repository. If the "Restrict department to access physical record" option is checked in the Configuration menu  General parameters Physical file tab, only the repositories that belong to the same department of the logged user will be displayed in the structure of storage places. See in the button list below how to define a specific repository for each document.
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Document (Barcode)
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Fill out this field to add documents that must be archived to the list of records in the bottom of the screen. In this case, enter the ID # or barcode of the desired document and click on the "Add" button next to the field. Repeat the procedure to add as many documents as necessary. The barcode of a document is generated in the SE Document component through the "Documents label" report.
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In the list of records at the bottom of the screen, the data of the documents being sent to a new repository and where they will be stored are displayed. On the side toolbar, the following buttons are available:
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Click on this button for the document selected in the list of records to be archived in a specific repository. In this case, in the storage place structure that will be displayed, select the desired repository. If, in Storeroom path, a default repository has already been selected, this button allows editing the repository in which a specific listed document will be stored.
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Click on this button to delete the selected document from the archiving list.
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Click on this button to view the data screen of the document selected in the list of records. View the specific documentation of the SE Document component for further details on the data screen of a document.
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4.
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Save the record after filling out the fields. At this point, the system will question if you wish to preview the report. Choose the desired option:
▪OK: The document will be associated with the new repository and a report with labels, which can be printed, will be displayed to identify the documents in the new repository. ▪Cancel: The documents will be directly associated with the new repository. Note that a document associated with a new repository will no longer go through transfer form issue and receiving steps, because this document is already in the final destination process. |
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