Paper management

Introduction

It is possible in Constellio to manage both analog and digital files. This page brings together all the elements related to paper management in Constellio. 

1. The file

In Constellio, the representation of paper in the organization goes through the folders. These are a digital representation of the analog format that is found in the organization. All the information about him can be represented digitally. Thus, no need to consult the folder in the box to know if it contains the information we need. Several metadata are available by default, and it is also possible to add some. To learn more about creating metadata, see the article " Adding a metadata ". Some metadata is typically used in the case of analog folders. Here is a table representing these.

2. The container

The container is typically physical records management. These are the various boxes in which your archives can be stored. You will find the information about the container in the article "Containers". It is possible to create, consult, search, modify containers, generate reports, and print slips and labels.

It is possible to associate a folder with a box as soon as it is active if the configuration related to them is activated. Otherwise, logically it is at the time of transfer to the semi-active or inactive that the file is connected to the container. 

3. Locations

The location is a virtual space automatically created in Constellio. This allows you to illustrate your physical warehouses digitally. Thus, you can link your files, documents and containers to these spaces. Several metadata are available to specify these spaces. Security management can be applied to locations. Thus, you can decide who in the organization can see the warehouse/location. 

These locations are associated when the container is created. To learn more about locations, see the article on "Custom Structures (Virtual Space)".

4. Borrowing and managing borrowing

It is possible in Constellio to borrow paper files or containers. This allows you to indicate in Constellio which users own the physical copy and indicates its name in Constellio. 

4.1 Request for loans/returns

1. The user consults the desired folder or container. Click on the shares on the registration, then "Loan Application";
2. A window appears asking how many days you want to borrow the recording. Automatically it is written 7 days, but it is possible to modify it. Click on "Borrow folders".

The loan request is then sent to all roles that can handle loan requests. These are usually administrators and document management managers.

1. The application is sent to all those responsible for managing the loans. The request is a task that appears in the task module;
2. It is then possible to view the task and see which folders or containers the application references. By clicking in the options of the task, it is possible to "complete" the task and therefore accept or refuse the loan request.

After which, the borrowed record is indicated as borrowed by the user. 

The organization then has the choice to use its internal service for the exchange of files and documents to send the folder/container to the user or use the task module to ask him to pick it up at the archives office for example.

The steps are the same for a return request.

4.2 Request borrowing renewal

The "Request borrowing renewal" action appears when a folder/container is borrowed. This request makes it possible to extend the borrowing time.

1. The user clicks on the action "Request borrowing renewal", chooses the date until the end of the loan and then "Save". What sends the request.

The renewal request is then sent to all roles that can handle renewal requests. These are usually administrators and document management managers.

1. The application is sent to all those responsible for managing the loans. The request is a task that appears in the task module.
2. It is then possible to view the task and see which folders or containers the application references. By clicking in the options of the task, it is possible to "complete" the task and therefore accept or decline the renewal request.

4.3 Managing Borrowing

This control option allows you to manage all borrowings of files, documents and containers made in Constellio. Loan management allows you to view all current and overdue loans, make return reminders, renew loans and return recordings in batches. For more information, see the article on the "Manage borrowings".

5. Decommissioning 

Decommissioning is the process of identifying and removing from the places of current operations documents that are occasionally used or that are no longer useful for the administration of an organization, in accordance with the retention rules attached to them. In Constellio, all transfers from one state to another go through the creation of downgrading lists that are carried out in the "Downgrading" section. The downgrading of the navigation menu is therefore useful for creating closure lists, making downgrading lists for folders, creating and consulting containers and generating various reports on document management tools. 

By default, only users with Document Management Manager or Administrator roles can start the downgrade process. While users with a Manager role can approve decommissioning and manage containers. However, it is possible to modify these role settings in "Role management" of Administration.

Decommissioning is carried out according to the dates of payment and destruction assigned to the files. To calculate this planned transfer to the semi-active or inactive, Constellio relies on the actual dates of the files. If a file has an actual transfer date equal to 2018-12-18, its transfer will be made according to this schedule.

However, if no actual transfer date is assigned, Constellio will calculate the transfer according to the date of opening of the file and the rule of the heading of the classification plan attached to it. This feature can be selected in the configuration menu on the piloting page. 

What about the decommissioning of paper?

The decommissioning of paper takes place in the same way as digital with some additions. Of course, Constellio can't make the physical changes in the boxes, but he can still help by creating downgrade lists. 

Here are the different elements of paper downgrading: 

-Constellio requests that files identified with a "paper" medium be linked to a container.
-With the "cm" metadata, Constellio calculates the remaining space in physical locations and containers.
-Constellio allows you to print lists of folders to help with the processing of physical boxes.
-Constellio allows you to generate reports to help with inventories and determine which folders and boxes to move.
-Favorites allow you to add folders to then create a downgrade list. This can be handy when downgrading a particular box.

For the steps of a paper downgrade, please refer to the article "Paper disposal". 

6. Excels reports

Reports can be created for containers, documents, folders, tasks, and locations (virtual spaces). Reports are composed of metadata that is generated in an Excel document. The columns represent the metadata chosen in the report and the rows are the records. The "Generate Report" action is available in favorites, on records, and in advanced search.

Reports must be configured beforehand for use in Constellio. These can also be used to create inventory lists, loan management, etc.

For more information, see the article on "Metadata report».

7. Labels

Labels are created from JasperSoft software. To learn more about it, visit the "Labels" page. Thanks to the software, it is possible to create labels and choose the important information that we want to find on our files, documents and containers. 

8. Paper management configuration

You will find in this section all the configurations of the system impacting the loans. To learn more about configurations, see the "System configuration" article.