Prerequisites

• Access to the menu Registration > Repository (AR004).
• Storage place previously registered.

Presentation

A repository is the physical structure where documents or media are stored within a storage location.

Each repository belongs to a specific location and can be configured to store documents or media, depending on the organization’s needs.

When registering a repository, it is possible to define its type, capacity, description, and optionally enable automatic addressing so that documents of a specific category are automatically directed to the repository.

Registering repositories is essential to ensure proper organization of the archive, control the distribution of documents and media, and facilitate their retrieval within the Physical Archive.

Register repository

1. Access the menu Registration > Repository (AR004).

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

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

4. Locate and select the desired department.

5. To use the connected user’s department, click the button .

6. Click Select type to open the structure of storage locations belonging to the selected department.

7. Select the desired storage location and, if necessary, check the option Display sublevel records to include subordinate locations in the list.

8. Click Apply, then Search. The results list will display the repositories linked to the selected location.

9. To add a new repository, click the Add button on the main toolbar.

10. In the repository data screen, fill in the fields in the General tab:

• Identifier: enter the repository identifier. Use the button next to the field to generate a sequential number if desired.
• Name: enter the repository name.
• Type:
  • Document repository: select to store documents.
  • Media repository: select to store media (CDs, DVDs, USB flash drives, etc.).
• Storage location: review the automatically filled location and edit it if necessary.
• Description: register important information about the repository.
• Maximum capacity: enter the maximum number of objects the repository can hold. The capacity bar will show the available space.
• Automatic addressing (optional): enable this option so that documents are automatically associated with the repository.
• Category: select the document category eligible for automatic storage (with Physical Archive control enabled).
• Range From/To: enter the identifier range of the documents in the category that will be automatically stored.

11. Save the record.

12. After the first save, the Content tab will be enabled. The displayed content depends on the type of repository:

Document repositories display:

• Category
• Identifier
• Date
• Title
• Side button available:
  • View document: opens the data screen of the selected document.

Media repositories display:

• Media type
• Identifier
• Name
• Recording date
• Retention period
• Side button available:
  • View media: opens the data screen of the selected media.

Conclusion

Registering repositories allows structuring the organization’s physical storage environment appropriately, ensuring control, organization, and traceability of archival units.

With options such as automatic addressing, maximum capacity, and classification by type, this registration ensures that documents and media are distributed in a standardized and easily locatable manner within the archive.