Use this form to manage folders registered in the system. You can enter identification data, specify the person who currently has the file folder and define retention periods.
Identification
Information on the identification of the data record is stored in this info area.
| Property | Description |
| Box | This field allows the file folder to be assigned to a specific box in the archive. Selecting the correct box is crucial for the physical localization and efficient management of archived documents. A precise assignment makes it easier to find and organize the file folders in the document management system. |
| Bar Code | The barcode is used to uniquely identify the file folder in the archive. It must be entered for each folder to ensure precise allocation and quick retrieval of the physical file. Correct entry is crucial for the efficient management and tracking of documents in the archive management system. |
| Internal ID (Data ID) | The internal ID, or data ID, is used within the application to uniquely identify the data record. |
Details
Further information on the file folder can be found in this info area.
| Property | Description |
| Project number | Project number |
| Storage | This date indicates when the file folder was physically stored in the archive. It is important for tracking and organizing the archive holdings and must be recorded in order to correctly document the life cycle of the folder. |
| File type | Defines the type of file folder and determines its intended use in the archive. The selection of the file type influences the management, storage and access rights of the folder and the documents it contains. |
| Remarks | In this free text field, you can enter additional information, notes or important information about the file folder. These comments are used to document relevant contextual information for other users or for future reference. |
Storage
This info area contains all information on the current storage of the file folder, including the planned storage time. A timer job calculates the remaining storage time each week based on the year and the planned storage time.
| Property | Description |
| Year (YYYY) | Year (YYYY) |
| Storage time | Storage time |
| Remaining storage time in years | Remaining storage time in years |
| Currently submitted to | Currently submitted to |
| Storage end | Storage end |
Storage location
This PropertySet contains information on the physical or digital storage location of a file folder. It enables the unique localization and management of folders in the archive or file system.
| Property | Description |
| Shelf | Here you can personalize the shelf, e.g. with a name or number. |
| room | Select the room in which the file folder is stored. |
Assignment
A file folder is always assigned to the person who created the data record for the file folder and the cost center assigned to them. The assignments are automatically saved when the data record is created and displayed in this info area.
| Property | Description |
| Created by | Display of the employee who created the data record of the file folder. |
| Cost center | Cost center |
Documents
Documents of any kind relating to the data record can be uploaded in this info area.
In this section you can upload, download and manage files.
