Prerequisites

• Access to the menus:
  • Execution > Inquiry Record (AR030).
  • Execution > Copy Record (AR031).
  • Execution > Loan Record (AR029).
• Physical document available in the repository.
• Registered request reasons (inquiry, copy, or loan).
• Permission to register outbound operations in the Physical Archive.

Presentation

The outbound record of a physical file is used when the department responsible for the Physical Archive needs to register document movements without depending on a request submitted by another user or an external person.

This feature replaces the formal request step and allows the archivist to directly record internal inquiries, copies, or loans of the collection.

There are three types of outbound records, each corresponding to a specific type of document usage:

• Inquiry record: used to allow internal consultation of a document without generating a copy and without removing the original from the repository for an extended period.
• Copy record: registers the creation of a physical copy of the document while keeping the original archived.
• Loan record: registers the temporary removal of the original document when external use is required.

Although they serve different purposes, the three records follow the same procedure, varying only by the originating menu.

Register archive outbound operation

1. Access the desired execution menu:

• Inquiry Record (AR030),
• Copy Record (AR031),
• or Loan Record (AR029).

2. Click Add on the toolbar.

3.Review the information displayed on the screen:

• Type: shows the type of record being issued.
• Date: shows the date the record is being issued and may be edited.
• Department: shows the department of the user issuing the record after the first save.

4. Fill in the required fields:

• Reason: select the outbound reason from the options previously registered for the chosen record type (inquiry, copy, or loan).
• Requester: select the user to whom the file will be delivered.
• Description: record any important information about the outbound operation.

5. Click the button to enable additional features.

6. Access the Document tab.

7. Use the Barcode field to include the documents. Enter the identifier or barcode of the desired document and click Add next to the field.

• The barcode may also be entered using a barcode reader. The document’s barcode is generated in the Document component through the “Document Label” report.
• Only documents already archived should be included.
• Repeat the procedure as needed. 
• You may also include documents using the button on the lateral toolbar.

8. Use the button to edit the return date of the selected document if necessary. In the window that opens, select the desired date and save.

9. In the Approval tab, the following fields are available:

• Approve: this field is not available at the record stage.
• Justification: use this field to register relevant information about the record being created.
• Approver: this field is not available at the record stage.
• Executor: this field is filled automatically by the system with the user who performs the operation once the record is completed.

10. Click the button to complete the record.

11. To forward the record to the next step without leaving the data screen, click the button on the toolbar.

12. At this point, the system will ask whether the documents (loan record), copies (copy record), or responses (inquiry record) have been delivered to the requester. Select the desired option:

Loan Record

• OK: the record will show the status “To Return,” indicating that the documents were delivered. The requester will be notified through the “Received Loaned Document” follow-up task, and the repository staff may monitor the return deadline through the “Original Retrieval in Loan” menu.
• Cancel: the record status will become “Pending.” Delivery may also be carried out through the Copy Record task.

Copy Record

• OK: the record will be completed, indicating that the requester received the copies.
• Cancel: the record status will become “Pending.” Delivery may also be carried out through the Copy Record task.

Inquiry Record

• OK: the system will generate the “Inquiry Record Acknowledgment” task for the requester, and the record will be completed.
• Cancel: the record status will become “Pending.” Delivery of the response may also be carried out through the Inquiry Record task.

Conclusion

The outbound record of a physical file provides archivists with a direct and efficient means to register internal inquiries, copies, and loans without requiring external requests.

This operation maintains traceability of archive movements and ensures that all document removals are clearly and properly recorded.

If the record is a loan, the return deadline may be monitored through the “Original Retrieval in Loan” task.