Content Manager 25.1 Content Manager

# Physical Inactive Records

This function can be used by administrators to move inactive physical records to lower cost storage.

From the Administration ribbon, select Inactive Records - Physical. The Inactive records manager dialogue displays.

Inactive Record Processor tab

This feature allows you to move records that have become inactive to alternate locations.

- Select one or more record types (up to 5) - tag the record types to process.
- Refine the record selection to a single location - this is useful for refining the selection of records to a location, such as an office.
- Do physical record processing - select this option to perform the actions defined for the selected record types, see Record Type Inactive Records page. It also enables the following options.
- Create a new box every - select the number of physical records that will go into a box, assuming that each record is of a similar size.
- Create a new box on change of: if relevant for your filing system, select from Day, Month or Year.
- Close previous box when a new box is created - enable to close a full box.
- Create a fixed number of boxes - an alternative to the automatic box creation method, create a set number of boxes instead. Note: Selecting the Fixed Boxes option means you will need to assign the container of all selected records manually.
- Box title - enter the default title for each box that will be created.
- Show records button - displays all records that match the inactive record criteria. This list can be used for collecting the records for boxing.
- OK - click to process the inactive records.

Printing tab

- Print a report - if a report is required of the inactive records, select a pre-defined report layout in Content Manager.

- Printer - select an available printer for the inactive record report.

- Print barcodes for any newly created boxes - if barcodes are required for the newly created boxes, select an available barcode report.

- Printer - select an available printer for the barcodes.

Inactive Record Options tab

NOTE:

- For this function to be available for physical records, "Physical Inactive Record Manager" must be enabled in System Options - Features page.

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Version 25.1 | Last updated January 2025
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Product: Content Manager 25.1

Topic Title: Physical Inactive Records