Creating Non Electronic Records Files File Parts and Boxes

Owned by RecordPoint (Unlicensed)
Last updated: Jan 23, 2017
2 min read

Create a Non Electronic Record

  1. From the Record Menu, select Record Browser
  2. Select Add new record
  3. A pop up dialog will appear, select the Physical Content Type applicable to this record
  4. Complete the details for this record
    1. To override the system generated barcode for this record, the external barcode should be configured, refer to the article Non Electronic - External Barcodes
    2. If this record is linked to a file, perform a search in the Container field to associate
  5. Click Save

Create a Non Electronic File

  1. From the Record Menu, select File Browser
  2. Select Add new file
  3. A pop up dialog will appear, select the Physical Content Type applicable to this file
  4. Complete the details for this file
    1. To override the system generated barcode for this file, the external barcode should be configured, refer to the article Non Electronic - External Barcodes
    2. If this record is linked to a box, perform a search in the Container field to associate
  5. Click Save

Create a Non Electronic File Part

RecordPoint allows the creation of additional file parts to an existing physical file. 

Note: When a second file part is created against an existing File, the first file part will be closed (This won't affect the active or inactive state of any contained records).However the parent File itself will remain open.

And if a File and it's child contents (including file parts) are contained in a Box, these items will be closed. 

  1. From the Record Menu, select File Browser
  2. Browse to the file to create a file part
  3. Select the File
  4. And from the Non Electronic group in the ribbon
  5. Select Add New File Part
  6. A pop up dialog will appear, select the Physical Content Type applicable to this file
  7. Complete the details for this file part
    1. To override the system generated barcode for this file part, the external barcode should be configured, refer to the article Non Electronic - External Barcodes
  8. Click Save
  9. From the File Browser, a file part is created and file part number created.

 

Note: The file part number will consist of the parent file number and /suffix

Example: File number = F0000000011, File Part number = F0000000011/00 

Create a Non Electronic Box 

  1. From the Record Menu, select Box Browser
  2. Select Add new box
  3. A pop up dialog will appear, select the Physical Content Type applicable to this box
  4. Complete the details for this box
  5. Click Save