Prerequisites

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

Overview

Physical record control allows you to define the life cycle of documents in physical format by applying a record retention schedule.

By enabling this resource in the document category, records begin to follow standardized steps of archiving, retention, movement, and final disposal, ensuring organization and traceability throughout the process.

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

Configuring a category with physical record control

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

2. Select a previously registered category and click .

3. Go to the Control tab and select the Physical file option to enable it.

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

5. In the Loan confirmation deadline field, enter the number of days the responsible party will have to confirm receipt of the physical record whose loan is requested.

6. In the Return original document in field, enter the number of days the responsible party will have to return the physical record that is loaned.

7. Click to save the configurations made.

Conclusion

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

As a result, steps 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.