Prerequisites

• Access to the File > Media (AR005) menu.
• Media type previously registered.

Overview

Media is a physical unit used for burning documents, such as CDs, DVDs, flash drives, external HDs, or other supports adopted by the organization.

The media registration allows you to register each unit used, controlling its identification, status, physical location, and complementary information.

The system also allows you to associate media with repositories, making it possible to organize the physical storage of these items in the collection.

In addition, if the media type is configured to require periodic verification, the system enables additional features to record the result of the verifications, ensuring control over the integrity and condition of the support used.

Creating media

1. Access the File > Media (AR005) menu.

2. Click Add on the main toolbar.

3. On the screen displayed, select the media type that will classify the new medium and save the selection.

4. On the media data screen, fill in the fields of the General tab:

• Identifier: enter the media identifier. Use the button next to the field to generate a sequential number, if you wish.
• Name: enter the media name.
• Type: confirm the media type selected during the inclusion or edit it, if necessary.
• Status: check the current status of the medium: issuance, being recorded, recorded, or canceled.
• Repository: select the media repository, when the media type is configured to control archiving in a physical location. Only "Media repository" type repositories will be available.
• Description: register relevant information about the medium.
• Recording date: select the estimated date for burning the documents to the medium.
• Retention deadline: select the date until which the medium will remain stored.
• Media verification: when the media type requires verification, the system will automatically fill in the frequency, allowing manual adjustment. Enter the desired interval in days, months, or years.

5. Click the button. After saving for the first time, the other tabs will be enabled.

6. The Content tab presents all the documents burned to the medium, including category, identifier, recording date, media placement identifier, and title. Use the buttons available on the lateral toolbar, if you wish:

• View document: opens the data screen of the selected document.
• View electronic file: opens the corresponding electronic file, when it exists.

7. The Media verification tab appears only when the media type is configured with "Media verification". To verify a medium, select it and click the button.

8. On the screen displayed, check the fields filled in automatically: Media, Type, and Storage location.

9. Fill in the following fields:

• Recording date: select the date on which the recording occurred.
• Result: select "OK" when the medium is preserved or "Not OK" when it needs replacement.
• Verification comments: register relevant comments about the condition of the medium.

10. Save the record. The verification must be performed according to the frequency defined in the General tab.

Conclusion

After the registration, the medium becomes available for use in the recording operations of the Physical record.

When the medium is configured with archiving control, the system allows you to associate it with specific repositories and record its physical location.

You can also monitor its life cycle through the verification tab, ensuring that the condition of the support is monitored and maintained according to the standards defined by the organization.