#Submit Requests by End Users

As an end user, you can submit two types of requests for physical content:

• Creation requests – Request the creation of a new physical box, folder, or record that does not yet exist.

• Loan requests – Request to borrow an existing physical box or folder.

Your ability to submit each request type depends on the permissions granted by your records manager.

You can track all submitted requests on the My tasks > Requests for review page. Before a request is approved by any records manager, you can also cancel your request if needed. For detailed instructions, refer to Review Physical Records Requests.

Refer to the sections below for detailed information on submitting a request.

#Submit a Creation Request for Physical Box

If you need a physical box, but the physical box does not exist, you can submit a creation request for it.

To submit a creation request for physical box, complete the steps below:

1. On the Explorer page, navigate to the location where you need a new physical box.

2. Click Box creation request, and select a template from the drop-down list. The Box creation request window appears on the right pane.

3. In the General information section, complete the required information about the physical box you need and other optional information:

   • Name – Enter the name of the physical box that you need.

   • Home location – The full path of the location where the physical box will be stored is automatically filled in.

   • Status – Open is filled in by default.

   • Classification – Select a term to classify the physical box.

4. In the Access control details section, set access control of the current box and the folders and records within.

   • Inherit – By clicking Inherit, the current box inherits the access control from its parent. Custom access control made on the current box will be lost.

   • Clear inheritance – Click Clear inheritance to stop inheriting the access control from its parent. Then, enter the names of users or groups to grant them unique access to the current box. Access control changes made to the parent will no longer affect the current box. Make sure you have added yourself just in case you lose control of the box.

5. Click Save to submit the request. The physical box creation request is routed to the records managers. All records managers will receive an email notification.

After any records manager processes your request, an email notification will be sent to you; if the records manager approves your request, the requested physical box will be created and available to you.

#Submit a Creation Request for Physical Folder

If you need a physical folder, but the physical folder does not exist, you can submit a creation request for it.

To submit a creation request for physical folder, complete the steps below:

1. On the Explorer page, navigate to the location where you need a new physical folder.

2. Click Folder creation request, and select a template from the drop-down list. The Folder creation request window appears on the right pane.

3. In the General information and Information classification sections, complete the required information about the physical folder you need and other optional information:

   • Name – Enter the name of the physical folder that you need.

   • Status – Open is filled in by default.

   • Classification – Select a term to classify the physical folder.

   • Format – Select the format of the physical folder that you need.

   • Protective marking – Select a value from the drop-down list.

4. In the Access control details section, set access control of the current folder and the records within.

   • Inherit – By clicking Inherit, the current folder inherits the access control from its parent. Custom access control made on the current folder will be lost.

   • Clear inheritance – Click Clear inheritance to stop inheriting the access control from its parent. Then, enter the names of users or groups to grant them unique access to the current folder. Access control changes made to the parent will no longer affect the current folder. Make sure you have added yourself just in case you lose control of the folder.

5. Click Save to submit the request. The physical folder creation request is routed to the records managers. All records managers will receive an email notification.

After any records manager processes your request, an email notification will be sent to you; if the records manager approves your request, the requested physical folder will be created and available to you.

#Submit a Creation Request for Physical Record

If you need a physical record, but the physical record does not exist, you can submit a creation request for it. Unlike other request types, there are no permission restrictions for end users to submit requests of this type.

To submit a creation request for physical record, complete the steps below:

1. On the Explorer page, navigate to the location where you need a new physical record.

2. Click Record creation request, and select a template from the drop-down list. The Record creation request window appears on the right pane.

3. Complete the required information about the physical record you need and other optional information:

   • Name – Enter the name of the physical record that you need.

   • Format – Select the format of the physical record that you need.

   • Protective marking – Select a value from the drop-down list.

4. Click Save to submit the request. The physical record creation request is routed to the records managers. All records managers will receive an email notification.

After any records manager processes your request, an email notification will be sent to you; if the records manager approves your request, the requested physical record will be created and available to you.

#Submit a Loan Request for Physical Box

If the physical box you need already exists, you can submit a loan request for it.

Note the following:

• Box is currently on loan – You can still submit a loan request even if the box is currently loaned to another user. Once a records manager approves your request, the box becomes available to you, and the Currently held by column is updated accordingly.

• Folders within the box are currently on loan – You can still submit a loan request even if some folders inside the box are currently loaned to another user. Once a records manager approves your request, the box and all folders within it become available to you.

To submit a loan request for physical box, complete the steps below:

1. On the Explorer page, navigate to the location where the physical box that you need exists.

2. Select the physical box that you want to borrow, and click Loan request. The Loan request page appears.

3. Complete the required information about the physical box that you need:

   • On behalf of – Enter the name of the user for whom you borrow the physical box.

   • Return time – Select a date and time when you will return the physical box.

   • Comment – Enter comments.

4. Click Save to submit the request. All records managers will receive an email notification.

After any records manager processes your request, an email notification will be sent to you; if the records manager approves your request, the requested physical box will be available to you. The Currently held by column value indicates the user who is currently in possession of the physical box.

#Submit a Loan Request for Physical Folder

If the physical folder you need already exists, you can submit a loan request for it.

Note that you can still submit a loan request even if the folder is currently loaned to another user. Once a records manager approves your request, the folder becomes available to you, and the Currently held by column is updated accordingly.

To submit a loan request for physical folder, complete the steps below:

1. On the Explorer page, navigate to the location where the physical folder that you need exists.

2. Select the physical folder that you want to borrow, and click Loan request. The Loan request page appears.

3. Complete the required information about the physical folder that you need:

   • On behalf of – Enter the name of the user for whom you borrow the physical folder.

   • Return time – Select a date and time when you will return the physical folder.

   • Comment – Enter comments.

4. Click Save to submit the request. All records managers will receive an email notification.

After any records manager processes your request, an email notification will be sent to you; if the records manager approves your request, the requested physical folder will be available to you. The Currently held by column value indicates the user who is currently in possession of the physical folder.

#Submit a Loan Request for Physical Boxes and Folders in Bulk

As an end user, you can request multiple physical boxes and folders via one loan request.

To submit a loan request for physical boxes and folders in bulk, complete the steps below:

1. On the Explorer page, navigate to the location where the physical boxes and folders that you need exist.

2. Select the physical boxes and folders that you want to borrow, and click Loan request. The Loan request page appears.

3. Complete the required information about the physical boxes and folders that you need:

   • On behalf of – Enter the name of the user for whom you borrow the physical box.

   • Return time – Select a date and time when you will return the physical box.

   • Comment – Enter comments.

4. Click Save to submit the request. All records managers will receive an email notification.

After any records manager processes your request, an email notification will be sent to you; if the records manager approves your request, the requested physical boxes and folders will be available to you. The Currently held by column value indicates the user who is currently in possession of the physical boxes and folders.