Prerequisites

• Transfer form received and approved for the corresponding stage (Current, Intermediate, Media burning, or Final).
• Access to the menu or task automatically generated for the archiving stage.
• Responsible user defined in the retention schedule for the respective stage.

Overview

The archiving stage records the entry of documents into the stages defined in the retention schedule, ensuring traceability and control of the document life cycle. Each stage corresponds to a distinct moment in the Archive workflow.

The initial archiving stages may include:

• Current archiving: first phase of physical archiving. Documents are temporarily stored in a repository close to their origin area, remaining available for frequent consultation.
• Media burning: stage used when documents must be recorded to a physical or digital media, according to the retention schedule settings.
• Intermediate archiving: stage used for documents that no longer require frequent consultation but must still be retained for an additional period before final disposition.

After these stages, the retention schedule may define the final disposition of documents, which can occur in three ways:

• Final archiving: permanent storage of the document in the defined repository.
• Send to external file: transfer of the document to a physical archive outside the organization.
• Disposal: controlled elimination of the document (physical, electronic, or both) according to the criteria defined in the retention schedule.

This article brings together all possible archiving and final disposition operations, allowing execution in accordance with the workflow configured in the document category.

Document archiving

Current archiving

1. Access the menu Execution > Document archiving > Current (AR022) or the task Current archiving generated after the corresponding transfer form is received.

2. In the list of pending records, select the document that will be archived.

3. Click the button on the toolbar.

4. Confirm the user and area performing the archiving, as well as the documents to be archived, including their categories, identifiers, and titles.

5. Fill in the Physical path (Default) field if all documents shown in the list at the bottom of the screen will be archived in the same repository. In this case, in the storage locations structure that is displayed, select the desired repository.

• If in Configuration > General parameters > Archive, the option “Restrict Archive area” is enabled, only repositories belonging to the same area as the logged-in user will be displayed.
• Alternatively, use the button to define a specific repository for each document. In this case, in the storage locations structure that is displayed, select the desired repository.
• If a repository has already been selected in Physical path (Default), this button allows changing the repository where a given document in the list will be stored.

6. Fill in the Document (Barcode) field to include additional documents that must be archived. Enter the document identifier or barcode and click the Include button beside the field.

• Repeat this procedure to include as many documents as needed.
• The document barcodes are generated in the Document component through the “Document label” report.

7. Fill in the Comments field, when applicable, registering relevant information about the archiving.

8. Save the record. At this point, the system will ask you to confirm the operation:

• OK: the document will be stored in the Current stage, and a report with labels will be displayed so they can be printed to identify the documents in the repository.
• Cancel: the documents will still be stored in the Current stage for the period configured in the retention time, but the label report will not be displayed.

Intermediate archiving

1. Access the menu Execution > Document archiving > Intermediate (AR023) or the Intermediate archiving task.

2. In the list of pending records, select the document that will be archived.

3. Click the button on the toolbar.

4. Confirm the user and area performing the archiving, as well as the documents to be archived, including their categories, identifiers, and titles.

5. Fill in the Physical path (Default) field if all documents shown in the list at the bottom of the screen will be archived in the same repository. In this case, in the storage locations structure that is displayed, select the desired repository.

• If in Configuration > General parameters > Archive, the option “Restrict Archive area” is enabled, only repositories belonging to the same area as the logged-in user will be displayed.
• Alternatively, use the button to define a specific repository for each document. In this case, in the storage locations structure that is displayed, select the desired repository.
• If a repository has already been selected in Physical path (Default), this button allows changing the repository where a given document in the list will be stored.

6. Fill in the Document (Barcode) field to include additional documents that must be archived. Enter the document identifier or barcode and click the Include button beside the field.

• Repeat this procedure to include as many documents as needed.
• The document barcodes are generated in the Document component through the “Document label” report.

7. Fill in the Comments field, when applicable, registering relevant information about the archiving.

8. Save the record. At this point, the system will ask you to confirm the operation:

• OK: the document will be stored in the Intermediate stage, and a report with labels will be displayed so they can be printed to identify the documents in the repository.
• Cancel: the documents will still be stored in the Intermediate stage for the period configured in the retention time, but the label report will not be displayed.

Media burning

1. Access the menu Execution > Document archiving > Media burning (AR024) or the Media burning task generated after the corresponding transfer form is received.

2. In the list of pending records, select the document whose media burning will be registered.

3. Click the button on the toolbar.

4. In the screen that is displayed, fill in or verify the main information:

• Select the media to which the document will be recorded, or register a new media according to the available media registration.
• Keep the current date or enter the date on which the document was recorded on the selected media.
• Select the option Media capacity exhausted to indicate that the media’s storage capacity has been fully used. When selected, the media will no longer be available to record additional documents. Keep this option unselected if there is still space on the selected media.

5. Save the record.

Final destination

Final archiving

1. Access the menu Execution > Document archiving > Intermediate (AR023) or the Intermediate archiving task.

2. In the list of pending records, select the document that will be archived.

3. Click the button on the toolbar.

4. Confirm the user and area performing the archiving, as well as the documents to be archived, including their categories, identifiers, and titles.

5. Fill in the Physical path (Default) field if all documents shown in the list at the bottom of the screen will be archived in the same repository. In this case, in the storage locations structure that is displayed, select the desired repository.

• If in Configuration > General parameters > Archive, the option “Restrict Archive area” is enabled, only repositories belonging to the same area as the logged-in user will be displayed.
• Alternatively, use the button to define a specific repository for each document. In this case, in the storage locations structure that is displayed, select the desired repository.
• If a repository has already been selected in Physical path (Default), this button allows changing the repository where a given document in the list will be stored.

6. Fill in the Document (Barcode) field to include additional documents that must be archived. Enter the document identifier or barcode and click the Include button beside the field.

• Repeat this procedure to include as many documents as needed.
• The document barcodes are generated in the Document component through the “Document label” report.

7. Fill in the Comments field, when applicable, registering relevant information about the archiving.

8. Save the record. At this point, the system will ask you to confirm the operation:

• OK: the documents will be associated with the new repository, and a report with labels will be displayed so they can be printed to identify the documents in the new repository.
• Cancel: the documents will be associated directly with the new repository. Note that a document associated with a new repository in this context will no longer go through transfer form issuance and receipt stages, as it is already in final disposition.

Send to external file

1. Access the menu Execution > Final destination > Send to external file (AR026) or the Send to external file task generated after the final destination transfer form is received.

2. In the list of pending records, select the document that will be sent to the external file.

3. Click the button on the toolbar.

4. Select the external file to which the document will be sent.

5. Save the record.

Disposal

1. Access the menu Execution > Final destination > Disposal (AR027) or the Disposal task generated after the final destination transfer form is received.

2. Select the document whose physical file, electronic file, or record in SoftExpert Document will be eliminated. It is possible to eliminate more than one document at the same time.

3. Click the button on the toolbar.

4. The system will request confirmation for the elimination of the documents. Choose:

• OK: the physical file, electronic file, or the SoftExpert Document record will be eliminated from the repository where it was stored, according to the configuration defined in the retention schedule.
• Cancel: the documents will not be eliminated and the record will remain pending for disposal.

Conclusion

Executing the archiving and final destination stages concludes the life cycle of documents in Archive.

Each operation — current archiving, media burning, intermediate archiving, final archiving, send to external file, or disposal — records in a structured way the final status of documents, according to the deadlines and criteria defined in the retention schedule.

Once these activities are completed, the system ensures traceability of movements, compliance with document management requirements, and appropriate preservation or elimination of records.

Thus, the archiving process is safely completed, closing the workflow defined for each document.