Prerequisites

• Access to the Registration > External file (AR006) menu.
• Permissions to create and edit external files in the Physical record.

Overview

The external file is used to register physical storage locations that are outside the organization, such as outsourced units, external storage warehouses, documentation centers, or other environments contracted exclusively for allocating documents.

This registration allows the system to record and control the sending of documents to external storage, making it possible to track the physical location, maintain the history of movements, and ensure compliance with the final destination flow defined in the record retention schedule.

Creating an external file

1. Access the File > External storage (AR006) menu.

2. Click Add on the toolbar.

3. Select the company type that will classify the carrier.

4. Enter an identifier and a name for the carrier.

5. Use the indicated location to add the image that will represent the carrier.

6. Enter the address of the carrier and use the city, state, country, and ZIP code fields to complement the data.

7. Fill in the phone, fax, and code fields to enter the carrier's contact information.

8. Enter the carrier's website in the Home page field, using the button to check whether the entered page is valid.

9. Select the Lat/Long option to enter the carrier's data in geographic coordinates or select the UTM (Universal Transverse Mercator) option to enter the data in UTM coordinates.

10. Enter a description about the carrier.

11. Click Save to release the other configurations.

Conclusion

The external file registration allows you to register and control the physical storage locations kept outside the organization, ensuring traceability, organization, and security in the management of the documents sent for final destination.

This registration is essential for institutions that use outsourced storage services or have external units for storing document collections.