Prerequisites

• Access to the Request menu of the Physical Archive component.
• Registered request reasons (query, copy, or loan).
• Physical document previously archived and available for requesting.

Overview

Physical file requests allow users to register, in the system, demands to access documents stored in the archive, ensuring control, traceability, and standardization in the use of physical records. SoftExpert Physical Archive provides three types of requests, each addressing a specific need:

• Content Query: used when the user only needs to view or access the content of a physical document without moving the original or generating a copy.
• Physical File Copy: generates a request for a reproduction of the document, while the original remains stored.
• Physical File Loan: registers the temporary removal of the original physical document from its filing location so it can be used for a defined period.

Although the three services serve different purposes, the procedure to register a request is essentially the same, changing only the originating menu.

Perform physical file request

1. Access the desired Request menu:

• Content Query (AR008), or
• Physical File Copy (AR009), or
• Physical File Loan (AR007).

2. Click Add on the toolbar.

3. Review the information displayed on the screen:

• Type: shows the type of Request being issued.
• Date: shows the date on which the Request is being issued; it can be edited. In this case, select the date of the query request.
• Department: displays the department of the request issuer after saving the record for the first time.
• Requester: displays the user issuing the Request.

4. Fill in the required fields:

• Reason: select the request reason from the options previously registered for the selected type (query, copy, or loan).
• Description: record relevant information about the Request.
• Question: in the case of a content query, enter the question or doubt whose answer must be found in the requested physical document.

5. Click the button to enable the remaining features.

6. Access the Document tab.

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

• The barcode can also be entered through a barcode scanner. The barcode of a document is generated in the Document component through the Document Label report.
• Only documents that have already been archived should be included. Repeat the procedure to add as many documents as necessary.
• Another way to include documents is by using the button on the lateral toolbar.

8. Click to complete the Request. After saving:

• The system will forward the Request to the approval queue when an approval workflow is configured.
• If approval is not required, the system may directly generate the service task depending on the type of Request.

Conclusion

A query, copy, or loan request constitutes the initial stage of servicing users of the physical archive.

By registering the Request in the system, the requester enables the Physical Archive to control document usage, maintain the history of movements, and ensure full traceability of the process.

Once the Request is registered, the next step is its approval.