Prerequisites

• Access to the File > Repository (AR004) menu.
• Storage location previously registered.

Overview

The 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, according to the organization's needs.

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

The repository registration is essential to ensure the physical organization of the collection, control the distribution of documents and media, and facilitate their location in the Physical record.

Creating a repository

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

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

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

4. Locate and select the desired organization area.

5. To use the connected user's area, click the button.

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

7. Select the desired storage location and, if necessary, select the Display lower level records option to include subordinate locations in the listing.

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

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

10. On the repository data screen, fill in the following fields of the General tab:

• Identifier: enter the repository identifier. Use the button next to the field to generate a sequential number, if you wish.
• Name: enter the repository name.
• Type:
  • Document repository: select to store documents.
  • Media repository: select to store media (CDs, DVDs, flash drives, etc.).
• Storage location: check the location filled in automatically and edit it, if necessary.
• Description: register important information about the repository.
• Maximum capacity: enter the maximum number of objects that the repository can store. 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 category of documents eligible for automatic storage (with the Physical file control enabled).
  • From/To interval: enter the interval of identifiers of the category's documents that will be automatically stored.

11. Save the record.

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

Document repositories display:

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

Media repositories display:

• Media type
• Identifier
• Name
• Recording date
• Retention deadline
• Available lateral button:
  • View media: opens the data screen of the selected medium.

Conclusion

The repository registration allows you to properly structure the organization's physical storage environment, ensuring control, organization, and traceability of the 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 in the collection.