Content Manager 25.2 Content Manager

# Transferring records to storage

Records are normally sent to a storage facility in groups, such as a consignment of archive boxes.

When the time comes to move a set of records to a storage facility, the user sets the Home Location of a group of records to a storage Space Location.

The number of boxes to be moved to storage is specified at this time.

Before transferring

Before you can transfer records to a storage space this way, you need to make some system configurations first:

- Location - to transfer records to specific spaces within the storage system, a user must have the Spaces permission
- Record Type - only Record Types that allow transfer to the space system can use the Space management function

Setting up a Record Type for Space management

1. From the Manage ribbon, select Record Types
2. Right-click the Record Type that is to represent the records to be transferred to storage space - for example, archive boxes - and select Properties
3. Select the Defaults page and select the Home can be a Space check box
4. Click OK.

Transferring records to storage

1. You can transfer items into the Space management system individually or in bulk.

   You can also use your barcode scanner to move records to the Space management system with the Set Home mode.

   You can use foreign barcodes for search keys and Space control numbers.

   See Entering foreign barcodes.

   Once multiple items are in a Space level, you can move them in bulk to other levels - for example from a level set as a holding bay to their final storage level.

2. Right-click the record(s) you want to move and from the Locations menu, choose Home.

   The Home dialogue box appears.

3. Select Set as Space.

   Use KwikSelect to display the Search for Spaces dialogue box.

4. Select a holding bay level in the Select From Spaces dialogue box and click OK.

   You can click F7 or right-click - Search - Refine Search to look for holding bays within specific Spaces.

5. In the Home dialogue box, in Using Allocation Method, select To Holding Bay.

   Select any other options you may want to use.

   NOTE: You can move records to a lower level instead and bypass the need to add them to a Holding Bay and therefore, you may not need to transfer them.

   See Moving records to space management.

6. When you are ready to move records to storage - for example, archive boxes - from the Manage ribbon, select Spaces.

   The Spaces - top dialogue box appears.

7. Right-click the level that contains the records you want to transfer and select Transfer.

   The Transfer items from Space dialogue box appears.

   - Transfer - use to set which records to transfer:
     - All Records in the Holding Bay for this Space
     - All Records in lowest level Spaces of this Space
     - All Records in the Holding Bays for Space and any lower level Holding Bays
     - All Records in this Space and any lower levels (including Holding Bays)
   - To another Space - type or click KwikSelect to select the space level to move the records to
   - Using Allocation Method:
     - Simple transfer
     - To Holding Bay
     - To unused lowest level Spaces
     - To contiguous set of lowest level Spaces
   - To Location - moves the records from the Space system to a Location
   - Process transferred Records in ascending Record Number order - transfers the records in ascending order
   - Log all Records transferred to output file - click the disk button to set the location where Content Manager should save the log file
8. Click OK.

   Content Manager transfers the records.

   It does not change the Assignee Location for the record at this time.

   You would do that later when the record is actually moved to the shelf in the appropriate storage facility.

Copyright 2008-2025 Open Text
Version 25.2 | Last updated April 2025
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Product: Content Manager 25.2

Topic Title: Transferring records to storage