Gestión archivística

Inventory.

• Periodical control over the fonds and their units.
• Rapidez en el inventariado a través de lectores ópticos portátiles (otra potencial utilidad de los códigos de barras).
• Detection of incorrect locations.
• Detection of lost description units.
• Generation of the inventory in listing and paragraph format.

Control over gaps.

• Search of gaps, in order to find possible errors in control numbers or reference codes.
• It performs modifications over the records in a massive way.
• Creation of queries that will be affected by the modification.
• It allows to change reference codes, records profiles, statistical keys, higher level, notes, accession date, fonds, description level, parts of text.
• It adds new subfields.
• Massive deletion of records.
• Massive deletion of tags.
• It allows the modification of the associated higher level.
• It allows to mark records as withdrawals.

Transfers.

The transfers module has the end of ensuring that the physical documents sent to the archives by the units generating documentation, come associated to their descriptions on computer support.

In order to get this, Archivo 3000 offers several solutions, depending on the running of the units generating documentatio.

• The unit doesn’t have any software to enter and monitor the files: Archivo 3000 has tools to create a database as template and provide the unit with it, as well as the software to export and import the database. This software has the basic functions to manage the database: accession, withdrawals, modifications, queries; and those necessary in order to communicate with the archives, and export and import records. According to a schedule, the transfer will be performed, and the records will become marked as transferred.
• The unit has a software to generate and monitor documentation: As in the above mentioned case, Archivo 3000 provides with the database and the software necessary to migrate data into databases defined by the archives. This will only have to complete specific information for each documentary unit, necessary for the archives (for instance, box or reference code). Of course, this software has also options to modify, etc., the database.
• Unit without any kind of arrangement: For instance, forgotten documents and without control, or pertaining to personal fonds, donated to the archives. After an analysis of documents, the archivist will generate a set of databases with the fields that he/she needs. In this way, he/she has the possibility of describing all the documentation and checking descriptions before transferring them to the archival software.

With these options, the task of compiling information and including it into the database becomes easier. This module has reports and templates, in order to customize the transfer.

Agenda.

• Agenda and activities schedule.

Linking of multimedia files.

• During the description process, linking of multimedia files: sound, video, still image. These will be exploited later, during the management processes, in such a way that the reading of documents will be possible, avoiding their damage.
• Visualization or playing of the multimedia files, along with the displaying of records in an online query from the OPAC.