Requesting an Item

The New Request page lets you request that a document, file part, or box be taken from its permanent physical location and given to you. After the item has been removed from its storage location, the administrator performs a loan function to record that the item has been given to you.

Only physical items can be requested using this function, but files and file parts containing both paper and electronic documents can be requested and loaned. To get a copy of an electronic document, use the Check Out feature.

If your organizational rules permit, you can request and borrow individual paper documents just like files, parts, and boxes. This is usually done to resolve a conflict in requests. For example, if one user needs the file part and another user needs a single document from that file part, the document can be separated from the file part and loaned to the user as a discrete item.

To request an item:

  1. Search for the item to open the Search Results page.

  2. Select Request from the file part's Actions drop-down menu to open the Request Item page.

  3. Enter your user name or click the table lookup button at the Requested By field, then choose your user name from the list.

  4. Enter the date when you need this item at the Date Required field.

  5. Enter the date by which you will return this item at the Not Required After field.

  6. Click OK to log the request in the database.

If there are outstanding requests for this item, or it's currently on loan, the requesting users and dates needed are listed above the OK button. Use this information to determine if your request is likely to cause a conflict. Where possible, enter required and not required after dates that will allow your request to be accommodated without conflicting with existing requests.

If a conflict cannot be avoided, log the request anyway. The RM administrator may be able to resolve the conflict.

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