Prerequisites

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

Presentation

Media refers to a physical unit used for recording documents, such as CDs, DVDs, USB flash drives, external hard drives, or any other storage device adopted by the organization.

Registering media allows each physical unit to be recorded in the system, enabling control of its identification, status, physical location, and additional information.

The system also allows associating media with repositories, making it possible to organize the physical storage of these items within the archive.

Additionally, if the media type is configured to require periodic verification, the system enables additional functionalities to register verification results, ensuring control over the integrity and condition of the medium used.

Register media

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

2. Click Add on the main toolbar.

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

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

• Identifier: enter the media identifier. Use the button next to the field to generate a sequential number if desired.
• Name: enter the media name.
• Type: confirm the selected media type or edit it if necessary.
• Status: review the current status of the media: issued, being recorded, recorded, or canceled.
• Repository: select the media repository when the media type is configured to control physical filing. Only repositories of the type “Media Repository” will be available.
• Description: record relevant information about the media.
• Recording date: select the estimated date for recording documents onto the media.
• Retention period: select the date until which the media will remain stored.
• Media verification: when the media type requires verification, the system will automatically fill in the frequency, allowing manual adjustments. Enter the desired interval in days, months, or years.

5. Click the button. After the first save, the remaining tabs will be enabled.

6. The Content tab displays all documents recorded on the media, including category, identifier, recording date, position identifier on the media, and title. Use the buttons on the lateral toolbar if needed:

• View document: opens the document data screen.
• View electronic file: opens the corresponding electronic file, when available.

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

8. In the screen displayed, review the automatically filled fields: Media, Type, and Storage Location.

9. Fill in the following fields:

• Recording date: select the date on which recording occurred.
• Result: select “OK” when the media is well-preserved or “Not OK” when replacement is required.
• Verification notes: record relevant observations about the condition of the media.

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

Conclusion

After registration, the media becomes available for use in SoftExpert Archive recording operations.

When configured with filing control, the system allows associating the media with specific repositories and registering its physical location.

It is also possible to track its lifecycle through the verification tab, ensuring that the condition of the storage medium is monitored and maintained according to organizational standards.