Prerequisites

• Access to the menu Registration > External storage (AR006).
• Permissions to create and edit external archives in the Physical Archive.

Presentation

The external archive is used to register physical storage locations outside the organization, such as outsourced storage facilities, external custody warehouses, documentation centers, or other contracted environments designated exclusively for storing documents.

This registration allows the system to record and control the sending of documents to external custody, enabling tracking of physical location, maintaining movement history, and ensuring compliance with the final disposition workflow defined in the retention schedule.

Register external storage

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

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 designated area to upload the image that will represent the carrier.

6. Enter the carrier’s address and use the fields for city, state, country, and ZIP code to complete the information.

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

8. Enter the carrier’s website in the Home page field and use the button to verify that the URL is valid.

9. Select the Lat/Long option to register the carrier’s geographic coordinates, or select the UTM (Universal Transverse Mercator) option to register UTM coordinates.

10. Enter a description of the carrier.

11. Click Save to enable the remaining configuration options.

Conclusion

Registering an external archive allows recording and controlling physical storage locations maintained outside the organization, ensuring traceability, organization, and security in managing documents sent for final disposition.

This registration is essential for institutions that use outsourced storage services or maintain external units for keeping archival collections.