Scanner control sheet
Using the scanner control sheet
- Click Manage - Control Barcodes
- Tag all items
- Right-click and click Print Report
- Once you have the report, scan the mode that you need and then scan the items, for example, records etc.
This report lists barcodes that switches a barcode scanner into the modes:
- Set Assignee - default. Scan a Person (staff), Organisation (Unit) or Position barcode; then scan multiple records to move them to the scanned Location
- Set Retention Schedule - scan a Retention Schedule barcode, then scan multiple records to apply the scanned schedule to them
- Set Container - scan a record barcode, then scan multiple records to change their container to the scanned record
- Enclose In Container - scan multiple records to enclose them in their container(s)
- Complete Action - scan one or more Action barcodes to set them to Completed
- Reassign Action - scan an Action barcode, then a Person (staff), Organisation (Unit) or Position barcode.
The responsibility for the scanned Action will be changed to the scanned Location.
- Complete Current Action - scan a record barcode.
The current Action in progress will then be set to Completed.
- Reassign Current Action - scan a record barcode, then a Person (Staff), Organisation (Unit) or Position barcode.
The current Action in progress for that record will be changed to the scanned Location.
- Add to Records Work Tray - use the barcode scanner contents to select a set of records in Content Manager so that multiple transactions can be carried out on the search results.
Scan a set of record barcodes and have Content Manager perform a search on those barcodes.
The search result can then be used to perform global tasks such as changing Location, setting container, changing an Additional Field, etc.
There are situations when this is very useful:
For example, when an accession of boxes has been received from a section in the organisation, the box numbers can be scanned and the list of records created, then they can be assigned to storage space locations, the status changed to Archived, the Owner Location changed, etc.
Another use is in the generation of lists of checked out or returned items.
If a staff member requests a set of files and then returns them, it is useful to be able to produce a sorted list of the box locations so that staff can re-file in an orderly fashion. Using a barcode search to create the list of files, it is an easy matter to navigate to the boxes to which the files belong and then to print a list sorted by space.
- Make Inactive - scan multiple records to change their disposition to Inactive
- Archive - scan multiple records to change their disposition to Archived
- Destroy - scan multiple records to change their disposition to Destroyed
- Set Home - scan a Person (staff), Organisation (Unit) or Position barcode, then scan multiple records to mark the new Home Location.
Setting the Home Location:
- Scan the Set Home control barcode
- Scan the Location that you want to move the record to
- Scan the records
- Move to Home - scan multiple records change the current Assignee back to the original Home Location:
- Scan the Move to Home control barcode
- Scan the records.
This changes the Assignee to the Home Location that was nominated at the time of creation.
- End Transmission - scan this barcode to indicate that this is the last barcode - that is, no more will be scanned before batch download is performed.
By default, your scanner will be in Set Assignee mode.
When you switch to a different mode by scanning one of the barcodes, the scanner will stay in that mode until you either set another mode or turn off the barcode scanner.
Turning off the scanner will reset the mode to Set Assignee.
NOTE: Disposition changes on contained records - when you scan contained records to change their disposition, an option dialogue box will appear for you to remove this record from its container and ask you to assign a Location for the record.
If you leave this blank, Content Manager will set the Home Location to be the same as the container. If this is not suitable, you will see another message.
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