Prerequisites

• Access to the menu Registration > Storage place (AR003).
• Permission to create and edit storage locations in the Physical Archive.

Presentation

A storage location is used to register the internal physical environments where documents and media are kept, such as file rooms, storage areas, cabinets, shelves, or any physical space dedicated to the archive.

This registration standardizes the identification of storage locations and ensures that the system maintains detailed control of document location.

This functionality is essential for maintaining archive organization, facilitating document retrieval, and ensuring that all physical records are properly distributed and controlled in their respective spaces.

Register storage place

1. Access the menu Registration > Storage place (AR003).

2. In the search filter panel, locate the Storage location filter.

3. In the Department field, click the button to open the department hierarchy screen registered in SoftExpert Administration.

4. In the hierarchy, locate and select the department to which the storage location will be associated.

5. If you wish to use the connected user’s department, click the button.

6. The hierarchy of existing storage locations in the selected department will be displayed.

7. To add a new storage location, click the button on the main toolbar.

8. In the data screen presented, fill in the following fields:

• Name: enter the name of the storage location.
• Department: shows the department selected in the filter and cannot be edited.
• Parent storage location: fill in this field to register the new location hierarchically below the selected location. If a location in the hierarchy was selected before inclusion, the field will be filled automatically but can be changed. In this case, the screen fields will be populated with the parent location’s information (except Name and Maximum Capacity), and may be edited as needed.
• Maximum capacity: enter the maximum number of repositories the location can contain.
• Physical path: shows the complete hierarchical path to the location, displaying upper levels (for example: File Room I > Shelf I).

9. After filling in the required fields, save the record.

Conclusion

Registering a storage location ensures that the organization maintains full control over the physical spaces used to store documents and media.

With the option to enable filing control, the system allows recording the internal structure of these locations, facilitating precise document retrieval and ensuring full traceability of the archive.

This configuration is essential to maintaining an organized, efficient physical archive aligned with document management best practices.