Managing physical records

When you declare a physical record, you specify where the object is stored--its home location. Because physical objects need to be moved to other locations to be used, the record also has a location field to designate its current location. You create locations in the Physical tab prior to declaring physical records.

When users want to see a physical object, they charge it out. This initiates a workflow that keeps track of where the object is and provides queues for multiple users wanting to see the same object. If the record is currently charged out, you reserve it. A keeper receives a request for a record and completes the workflow step that arranges for delivery. The borrower indicates receipt of the item and arranges for it to be returned using another step in the same workflow.

If physical records use barcodes, users can see if they are charged out by using the Scan Physical Items option on the Physical tab. This same option can also show which physical entities are in a particular location by entering either the location's barcode or description.

Physical records can be declared in IBM InfoSphere Enterprise Records and Workplace. IBM InfoSphere Enterprise Records requires an entry template and a default is provided with the system. You can create additional entry templates for use in either IBM InfoSphere Enterprise Records or Workplace.