Prerequisites

• Access to the File > Storage location (AR003) menu.
• Permission to create and edit storage locations in the Physical record.

Overview

The storage location is used to register the internal physical environments where documents and media are stored, such as archive rooms, warehouses, cabinets, shelves, or any physical space dedicated to the collection.

This registration allows you to standardize the identification of the locations and ensure that the system maintains detailed control of the documents' location.

This feature is essential for maintaining the organization of the collection, facilitating the location of documents, and ensuring that all physical records are properly distributed and controlled in their respective spaces.

Creating a storage location

1. Access the File > Storage location (AR003) menu.

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

3. In the Area field, click the button to open the hierarchy screen of areas registered in the SoftExpert Administration component.

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

5. If you wish to use the connected user's area, click the button.

6. The hierarchy of storage locations existing in the selected area will be presented.

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

8. On the data screen displayed, fill in the following fields:

• Name: enter the name of the storage location.
• Area: shows the area selected in the filter and cannot be edited.
• Upper level 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 the inclusion, the field will be filled in automatically, but it can be changed. In this case, the screen fields will be filled in with the information of the upper level location (except Name and Maximum capacity), and can be edited as needed.
• Maximum capacity: enter the maximum number of repositories that the location can contain.
• Physical path: observe the complete hierarchical path to the location, displaying the upper levels (for example: Archive Room I > Shelf I).

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

Conclusion

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

With the possibility of enabling archiving control, the system allows you to record the internal structure of these locations, facilitating the precise location of documents and ensuring the traceability of the entire collection.

This configuration is fundamental for maintaining an organized, efficient physical archive aligned with document management practices.