It is important you keep track of your documents when they are retrieved. The Smart Soft system can track all borrowings of documents including who has the file and when it was borrowed.
These instructions are for individuals who are borrowing files and keeping them onsite.
Step 1
To borrow a document, follow the same procedure as set out in Searching for Documents - Click here for instructions. Search for a document, then Click on the title of the document.
This will bring up the file details.
Step 2
At the bottom of the page click on borrow, it will then bring up the next window.
Step 3
In this window you will set who the borrower is, whether you require just the file or the whole box, if it was scanned or the physical file handed in to the borrower and any notes relating the file or box. This will then log who has borrowed the file so there is a trail of where and who took the document all the way until after it was returned.
Returning Documents
To return a document follow the below steps:
Step 1
Go to the "Borrow" tab and click on "View Current Borrowings"
Step 2
Of the current borrowings, select the one to be returned. You can also change the borrower in case the document changed hands or even go for permanent borrow - this normally happens when the document leaves the school and it's not returned at all - to know more about permanent borrowing click here.
Step 3
Once the document has been returned, it will no longer show in the "Current Borrowings", this information will be moved to "Past Borrowings". To see this information, click again in the "Borrow" tab and then "Past Borrowings". Select the dates that the borrowed document was originally borrowed and click search.
