We can still file documents in half-empty boxes just following the steps below:


Step 1


In the top menu, click "Create"



Step 2 


You will be shown two options for the types of documents you can enter, select "Paper Document"


Step 3 


Choose the organisation and archive location. The options displayed here are dependent on what locations you have setup. You may have multiple locations e.g. an archive room, storage container or offsite storage.



Once the location has been chosen write the location onto the inner box straight away so you know where to place the box when you finish archiving!


Step 4 


Click "Choose a box". You will be able to select the box you want from the drop menu. Because there are already documents in that box, it will pop up with a warning that there are documents and what are these documents, try to keep them all with the same destruction period so you don't run the risk of destroying documents before their time. 



Step 5 - Classify the document, selecting which department and document type you are archiving 



Step 6 


Enter the Document details. The information you enter here will help with future searches, so ensure you spell all entries correctly and enter all dates accurately. 



Document Detail Fields Explained:

  • Description - This is the document title. When you perform a basic search this is what displays for each document, so ensure it contains any vital information
  • Start & End Date - the dates this document is related to. If for example they are financial reports for the entire year of 2021, you would enter January 1 2021 as the start date and December 2021 as the end date.
  • Number & Alpha Range - when storing multiple files in the one box you can sort by number or alpha. For example if you had student files with surnames from A-C your alpha range would be A-C.
  • Destruction date - if you have the correct retention year setup in the 'Department / Category' section each file should have destruction dates automatically assigned. We recommend if documents need to be stored permanently to add them as 3000 years from the date you enter them.

Step 7 - Save your document!



Step 8 - When you click save a popup will appear and confirm you have saved the record. It will also ask if you want to add more files to the same box.


  • Clicking yes will allow you to continue adding more document into the same box
  • Clicking no will close this box and allow you to enter into the next available box.