Prerequisites

• Access to the menu Configuration > Document > Category (DC043).
• Document category with the required general data already configured.
• Retention schedule configured in SoftExpert Archive.

Overview

The Archive control feature allows defining the life cycle of physical documents by applying a record retention schedule.

By enabling this feature in a document category, records begin to follow standardized stages of archiving, retention, movement, and final disposition, ensuring organization and traceability throughout the process.

This configuration is necessary so that physical documents can be managed in a structured manner, ensuring that each category uses the retention schedule appropriate to its characteristics and archival requirements.

Configure category with archive control

1. Access the menu Configuration > Document > Category (DC043).

2. Select a previously registered category and click .

3. Go to the Control tab and enable the Archive option.

4. Then, select the record retention schedule that will manage the archiving and disposal of physical records belonging to the category.

5. In the Loan confirmation deadline field, enter the number of days the responsible user will have to confirm receipt of a physical document whose loan has been requested.

6. In the Original return deadline field, enter the number of days the responsible user will have to return the physical document that was loaned.

7. Click to apply the configurations.

Conclusion

After enabling Archive control in the document category and associating the corresponding retention schedule, documents automatically begin to follow the defined archiving flow.

As a result, stages such as Current archiving, Intermediate archiving, Media burning, and Final destination are executed in a standardized and controlled manner.

The next step is to register a physical document in SoftExpert Document.