Manage your physical files and folders
Document ONE supports the management of physical folders (i.e. files) by enabling you to print barcoded folder labels and to track the movement of folders both within and outside of your organisation.
Folder Labels
Document ONE enables you to print labels for all physical folders.
If you want to use a barcode scanner to speed up the issuing and return of folders to users, then you can print your folder labels using a barcode font.
Issuing Physical Folders to Users
Any user can request a physical folder by selecting the folder in a document library and clicking the Request button.
When making the request, the user can see whether the folder has already been requested or issued to someone else (in which case they can approach that user directly for the folder).
The user can also enter a comment into the Folder Request dialog box for the attention of Records staff (e.g. 'I need this urgently please').
Managing Requests for Physical Folders
All requests from users for folders are recorded in the Folder Movements database, where they are grouped according to whether the folder being requested:
- Needs to be ordered from an off-site location before it can be issued to a user.
- Has been ordered from an off-site location.
- Is available for issuing.
- Has been issued.
- Needs to be returned to an off-site storage location.
Typically only Records staff are given the level of access required to manage the issuing and return of folders using the Folder Movements database.
Moving Physical Folders between Locations
You can also use the Folder Movements database to document the physical movement of folders from one location to another.
The move can be an internal move (e.g. from the 7th floor to the 2nd floor), or an external move (e.g. from Records to an off-site storage location).
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