Movements

These functions allow you to perform operations on files or boxes. This will generally be booking and item out of storage, and then booking it back in again.

Find File/Box

This screen displays a lists of files/boxes that have been found using the search criteria. Please note that you can limit the number of returned records. If selected, the Limit checkbox will stop search when the number of records found by the search reaches the limit you specify. It is generally a good idea to limit your results to less than 1,000 as anymore slows the system down too much.

The list of boxes that have been found includes -

the boxes that any files in the Display Files tab might be attached to
any boxes that have satisfied the search criteria, but do not have files in them. You will only get these sorts of boxes if you have explicitly specified box search criteria.

Boxes & Files to Collect and Receipt

This form displays the files and/or boxes that have been booked out from the File and Box Movements screen. They are the items that users have requested, and are yet to receive.

Return Box/File to Storage

This screen is how items that were booked out via the Boxes and Files to Collect and Receipt screen are returned to storage. The items that were booked out are returned to where they came from. This is basically just a change of item status, plus a mention in the history record to record the transaction

The Location selection allows you to narrow down this list of records to a specific location type. Once we have a list of records that the system tells us is booked out, we can then book them back in again, which is what this form is all about.

Boxes/Files on Hold

This form displays the records that you have placed a Hold on. This happens when you request a file or box, and it is already booked out. You can place a hold on an item from the File and Box Movements screen (Book Out) or from the Offsite Find Box/File screen (Requests).

Holds for files and boxes are stored and treated separately. The tables involved are currentholds_files and currentholds_boxes.

Items will generally be removed from these tables through the Items On Hold screen. Through this screen, items that are on hold are sent to the person requesting them. Once this has been done, the Hold is deleted.

Relocate Files

This screen is designed to move files quickly from one location to another. Generally, this will occur when you want to relocate a number of files from one location to a particular box, or to a particular Active File storage location.

The idea is -

locate and display the files that you want to relocate. For this you have the full power of the Docsminder search engine.
select the files that you want to relocate from the files found (and displayed).
From the Assign To box, determine where you want them to be relocated to - either a box or active file location
nominate the box or active file storage location
press the Assign now button.

List of Recipients

This screen allows the entry of recipients. These are required as you can only book out items to recipients. So, before you book out a file or box, you will need to have a list of recipients entered.

Have a look at some screenshots

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	archivemanagement.com.au
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