The application enables you to request records. A request is an action that indicates a record needs to be delivered to a particular user and location. In centralized file room operations, physical records are manually delivered by file clerks. The recommended method is a formalized request management system.
In the Navigation pane, select the Records tab.
Search or browse for the file part or box.
TIP: If Electronic Renditions are available for any of the file parts you have navigated to, a label is displayed stating "Some items below have electronic renditions available". An icon in the attribute row also indicates the presence of electronic rendition(s) for that item. In such cases, the electronic rendition(s) can be viewed directly, possibly without (further) need to request the item. For additional information, refer to Viewing Electronic Rendition.
Right-click the item(s), and then select New Request. The New Request dialog opens with your selections listed.
NOTE: Because electronic records can't be circulated, the request function doesn't apply to them.
Update the following fields:
Requested for: If you are requesting this file part or box for some other person, select the
icon and then select a different user.Deliver to location: The application fills in the default delivery location for this user. Select the
icon and then select a different location where this file part or box should be delivered.Priority: Select the
icon to select how this item should be delivered.Request instructions: Enter any special instructions for the delivery of this item.
Request whole box, if available: To request the entire box, select this check box. Clearing this check box indicates you are requesting only the specific item (or its parent, if circulation isn't available).
If the parent can't be delivered, but the item is boxed, this is selected by default and can't be cleared.
Select OK. Continue with Viewing Requested Items.
Each time a request is initiated, a Request entry is added to the audit history for that item, detailing the request.
The following reasons could prevent the request:
Insufficient privileges: You don't have sufficient privileges over the items requested.
No media type with circulation abilities: For the item, and its parent, there's no known media type that allows circulation.
Secure contents: The item that’s requested for contains secure content unavailable to the person for whom the delivery is intended. The requested item (or its parent) contains items to which the intended recipient doesn't currently have access.
Record status forbids circulation: Vital records, and destroyed records, may not be eligible for circulation. Therefore, they may have a status that forbids circulation.
NOTE: After a request is submitted, it can't be modified. The request must be canceled and resubmitted.
This section includes the following topics: