Prerequisites

• Transfer guide previously rejected in the corresponding stage.
• Access to the My Tasks menu or the corresponding execution menu.
• Permission to edit transfer guides.

Presentation

Transfer guides may be rejected when, at the time of receipt, the responsible user identifies inconsistencies in the data, incorrect documents, filling errors, or any divergence that prevents the archiving workflow from progressing.

When a guide is rejected, the system automatically generates a task so that the responsible user can perform the necessary corrections and send the guide again for receipt. This operation may occur in four different formats, depending on the stage in which the rejection took place:

• Rejected media recording: occurs when the guide related to recording documents onto media contains inconsistencies and must be corrected before proceeding.
• Rejected current-stage guide: occurs when rejection happens in the first stage of physical archiving (Current stage).
• Rejected intermediate-stage guide: occurs when rejection happens in the Intermediate stage.
• Rejected final disposition guide: occurs when rejection happens in the final disposition stage of the document (final filing, sending to external archive, or disposal).

Although they occur in different contexts, the correction procedure is essentially the same for all of them, changing only the menu and the type of guide displayed.

Execute rejected transfer guide

1. Access the menu or task corresponding to the desired type of rejected guide:

• Rejected Media Recording (AR018)
• Rejected Current-Stage Guide (AR021)
• Rejected Intermediate-Stage Guide (AR020)
• Rejected Final Disposition Guide (AR019)

2. In the list of pending records, select the guide that will be corrected.

3. Click the button on the toolbar.

4. In the guide screen, review the automatically filled fields:

• Identifier, filled by the system and not editable.
• Deadline, defined by the retention schedule or by the previous issuance, and may be adjusted if necessary.

5. Fill in the available fields according to the stage:

• Adjust the repository when applicable.
• Correct the sending information if needed.
• Review the document data listed in the Document tab.
• Update notes, additional fields, or incorrect information.

6. In the General tab, register a comment indicating the justification for correcting the guide.

7. If necessary, remove incorrect documents from the Document tab using the Delete button.

8. Save the record. After saving, choose the desired action:

• OK: the guide will be resent for receipt and a report will be displayed, allowing printing.
• Cancel: the receipt task for the guide will be generated again for the responsible user and the report will not be displayed.

Conclusion

Executing a rejected transfer guide allows correcting inconsistencies before the document moves forward in the archiving workflow.

This step ensures that incorrect movements are not recorded and preserves the integrity of Archive information.

After correction, the guide is resent for receipt, allowing the workflow to continue normally according to the retention schedule.