Physical Records Management Terminology
A container is an entity that represents an organizational hierarchy for physical records repositories. It serves as a holding place for physical assets.
There are two types of containers: Location and Logical
A Location container refers to an actual physical location where physical assets can be located, such as an office, a warehouse, a filing cabinet, etc. The Home location of a physical asset is calculated automatically in this case, and is the full path of the hierarchy in which it resides.
A Logical container can be any representation used to organize and catalog physical assets. It does not have to mirror any structure or organization in the "real world". The Home location of a physical asset is not automatically calculated, but is derived from a location that is selected from the Locations list.
You can create and use both location-based and logical-based containers.
If you are a user, you will perform this task when you want to take possession of a physical asset. You can also request an extension of the due date for the physical asset, if you want to keep the item a bit longer.
If you are a user, you will perform this task when you want to return a physical asset back to its Home location.
A direct hold is a legal hold that you apply manually (directly) to an asset/record.
An indirect hold is a legal hold that you apply at the physical container level. Thereafter, any physical assets that are created and added to that container will inherit that legal case/legal hold.
A location can be a logical address or a real-world address that is attached to physical assets when they are created and is used in the routing and management of the items in the system. There are several types of locations that you can specify:
Metadata is information that describes an entity and is contained in metadata definitions. It can describe any record, whether it is paper, media-based, or electronic.
A physical asset is an item that is created and added to a container to which you have Edit access (e.g., a box, a folder, a DVD, etc.). A containing asset is managed in terms of lifecycle at the Parent level (the children are included, but are not managed independently).
When requesting a physical asset, you can request a parent (containing) asset but you get all of the child assets as well. The charge-outs list will individually list the parent and children assets. For example, you request a parent physical asset (Box A) that has a single child (Folder A), and this is processed to a charge-out. The charge-out list includes Box A and Folder A, so that each asset can be returned independently.
Processing an Extension
A process performed by the Physical Administrator in which the user requests an extension to the due date of a physical asset return and the administrator either approves the extension, approves the extension but revises the new due date, or rejects the extension.
Processing a Return
A process performed by the Physical Administrator in which a physical asset has been returned* by the user. The Processor must return the asset, mark it as returned (charged-in), and make the asset available to be charged-out by other users. (*See the Return entry below.)
Processing a Request
A process performed by the Physical Administrator in which a request* is received from a user for a physical asset. The request must be reviewed and approved, or denied. If the request is approved, the item is marked as charged-out. (*See the Request entry below.)
The Physical Administrator who processes asset requests and returns and is responsible for making final charge-outs and charge-ins.
The process of asking for an asset to be delivered to a user or to be picked up for return. This asset is a real-world item that a user is requesting to have delivered to them (a box for example). Once the request is processed (approved) by the Physical Administrator, the asset is delivered to the user and is now considered "charged-out".
The process of returning a physical asset back to its Home location. Once the return is processed (approved) by the Physical Administrator, the item is considered "charged-in" (i.e., now in its Home location and available to be charged-out again).