When you need to enter a new paper document follow these easy steps. If you are wanting to upload a digital document instead, click here for the "Create a Digital Document" step by step guide.


Step 1


In the top menu, click "Create"



Step 2 


You will be shown two options for the types of documents you can enter, when archiving paper records (not scanned) select "Paper Document"


Step 3 


In Location, choose the organisation (your school) and the archive location (e.g. Archive Room). 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. Select the one where you will be storing the record you are archiving. 



Hint: 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 


Choose which box you will use. "Next Available Box" will choose the next box the system has listed as available, "Choose A Box" allows you to select a specific empty box to enter items into. 


Hint: "Choose A Box" will be of use if you are continuing archiving from a previous day and you know there is still space left in the box you were using. 




*If your archives are in an offsite location the system will ask you to enter a box number, the box number will be the barcode you will place on the archive box. 



Step 5 


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



Below is an example of a financial record. The system will prepopulate the retention period for you. 

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 01/01/2021 as the start date and 31/12/2021 as the end date. We always advise putting the whole year date range when archiving as this helps when searching for records later. 
  • Number & Alpha Range - when storing multiple files in the one box you can sort by number or alpha (A-Z). 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.
  • Person Processed: Here is where you can add the name of the person who did the archiving for this record. 


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. You are unable to re-open this box, but it is possible to move files into a half-filled box. Click here for more information.