Prerequisites

• Access to the menu Configuration > Media Type (AR036).
• Permissions to create and edit media types in the Physical Archive.

Presentation

A media type is a registration used to identify and standardize the formats of media in which documents can be recorded, such as CDs, DVDs, external hard drives, USB flash drives, or other physical storage devices used by the organization. Each media type may have specific control characteristics, including the ability to register its physical storage location in the archive.

The system allows defining whether the media type will have filing control, enabling tracking of its physical storage location, identifying specific repositories, and recording its movement. When this option is enabled, the media is treated as an archivable unit, with control similar to that of a physical document.

This article presents the general configuration of media types and the functionality of the filing control option.

Configure media type

1. Access the menu Configuration > Media Type (AR036).

2. Click Add on the toolbar to create a new media type.

3. Enter an identifier for the media type.

4. Enter the media name according to the format used by the organization (for example: CD-ROM, DVD, USB Flash Drive, External Hard Drive).

5. Fill in the description of the media type.

6. In the Recording tab, enable the “Media Verification” option so that media of this type are periodically checked. This verification consists of monitoring the condition of the media, confirming whether it is well preserved or whether its storage location needs cleaning/protection.

7. In the Default Frequency field, define in days, months, or years the time interval between one verification and the next.

8. Enable the option “Generate document position identification on media” so that when a document is recorded on media of this type, the system automatically registers its position. This position can be viewed in the Content tab of the media’s data screen or in the section Physical Archive > Media Recording in the document’s data screen.

9. Save the record to complete the creation of the media type.

Conclusion

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

When configured with filing control, the system allows tracking the physical location of the media, recording its movements, and ensuring proper organization of the content stored on that medium.

This configuration is essential for maintaining control of media that store archival information, ensuring integrity, traceability, and compliance with document management practices.