Prerequisites

• Physical document loaned to the user.
• “Original Retrieval in Loan” task generated in My Tasks.
• Loan request previously issued and received.

Presentation

Physical file retrieval is the operation that records the return of the original document after the end of a loan. This procedure closes the cycle of the document outside the repository and restores its availability in the archive.

When the “Original Retrieval in Loan” task is generated, it means that the period defined in the retention schedule or in the loan process has ended, and the document must return to the responsible repository.

Registering this return is essential for maintaining traceability, ensuring control of movements, and guaranteeing that the document is once again available for new requests or for proceeding through the physical archiving workflow.

Realizar recolhimento de arquivo físico

1. Access the My Tasks menu and select the task “Original Retrieval in Loan”.

2. In the list of pending records, select the document for which the retrieval will be recorded.

3. Click the button on the toolbar to open the form.

4. The Date field is automatically filled by the system with the date on which the return is being registered, but it can be edited. Enter the actual return date.

5. In the Notes tab, use the available field to register any important information regarding the document’s return.

6. In the Documents tab, the documents whose return is being recorded are displayed. To associate other documents being retrieved, use the Barcode field. Use the buttons on the lateral toolbar to view the data, disassociate documents, and view the electronic file of the selected document.

7. Save the record to complete the retrieval. After saving:

• The system registers that the document has returned to the repository.
• The document becomes available for new requests or to continue in the archiving workflow, if applicable.
• The document will no longer appear in the follow-up task “Received Loaned Document”.

Conclusion

Physical file retrieval formalizes the return of the document after the loan, ensuring its reintegration into the archive and restoring its availability for use.

This operation ensures control over the movement cycle, maintaining traceability and compliance in document management.

Once retrieval is completed, the document’s workflow is closed in the context of the loan, allowing it to be requested again or directed to additional archiving steps defined in the retention schedule.