New Files

The New File screen allows entry of details for new files and boxes. Docsminder allows many configuration options - so what you actually see on the New File screen might not be what is displayed here. For this reason it is very important to setup your Administration options before you start to enter any files or boxes.

The entry screen is broken up into 4 sections - these are

The top section : where the file is attached to - ie what office, department, etc
The middle section : details of the file - ie disposal date, etc
The bottom section : where the file is stored - ie Box or Active File Storage
The right section : operational buttons and history screens

File number

First of all, you may not even have to enter a file number at all. This would be the case if in the File Identification screen you have setup the File Identification method as one of the automatic sequential numbering systems (ie Sequential Year, etc). The only time you will be asked to enter a file number is if you have selected Direct Entry.

If you have set auto fill on (in the File Identification screen), the file number will be altered after you have entered it to comply with the auto fill criteria (ie number of characters, etc).

You will generally not be allowed to enter a duplicate file number - ie the file number cannot already exist in the database.

File Details

This section displays the Custom Fields that have been setup for the Document Classification that you have selected. Even the order and the prompts displayed is setup in the Custom Fields screen.

For the text fields, you may also determine if entry is to use a Dictionary Assist screen. ie you can pick the entry text from a list of terms that you have setup in the Dictionary screen.

Disposal

File close date - this is set automatically set by the end Date Range field set in the File Details section. This field is displayed here as this date is used to determine the Disposal review date.

Retention period - this can be set to a particular period (of years and months), or it can be set as permanent.

Disposal Review Date - normally this field will be determined for you. Generally it is the File close date mentioned above, plus the Retention Period in years and months. If you change either the Retention Period or the end Date Range (ie File close date), the Disposal Review Date will be altered to suit.

The bottom section : where the file is stored

What you see here depends on where you want the file assigned to - either a box or an Active File Storage location.

Assign file to

When you select an office, the default file assignment as set by that office is set for you. You can then change that here, of course.

If you select Box, you will set the Assign to Box fields appear.

Have a look at some screenshots

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