Archives

NIM archives provide a solution for logging and tracking all facility archives and project backups. Archives are logged as a global entity for the studio and multiple jobs can be attached to a single archive. All media items are given a unique archive ID which can be used as a reference to the actual object. Archives include tracking information to follow the history of possession.

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Archives share Media Type definitions with NIM Media. Media types can be defined by using the Admin > Media Types panel found in the Main Menu. Information about adding Media Types can be found in the Admin Settings section of the documentation.

To access Archives click on the Studio > Archives section of the Main Menu.

Archive ID

When creating a new Archive item, a unique Archive ID will be automatically generated. All Archive items are prefixed with the letter A followed by the year and item number.

The Archive ID format is as follows: A_<year>_<itemNumber>

For example:

  • Archive ID: A_2021_00001

When changing the year on an exiting item, the item number will be automatically updated to be the last number in the selected year.

Tip

When tracking physical items, quickly identify them by attaching a label with the Archive ID.

Archive UI

The Archives panel is loaded with four sections:

  • Archive Grid - Displays all archives in a searchable, exportable grid

  • Archive Info - Displays the details of the selected archive

  • Archive Jobs - Displays the attached job information for the selected archive

  • Archive Tracking - Displays the tracking information for the selected archive

_images/nim5_archives_ui.png

Archive Grid

The Archive grid displays all individual archive items logged in NIM.

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Export to Excel

The archive grid can be exported to Excel using the Export to Excel button at the top right of the archive grid toolbar. Any filters that have been applied to the grid will be respected in the export.

Add Archive

To add a new archive item, click the nim_add_button_blue button at the top right of the Archive Grid.

A new Archive item will be created and appear in the Archive Info panel where you can enter the details and click Save to confirm your changes. Click the Cancel button to return to the view mode without saving the new item.

Load Archive

To see the details of an existing Archive item, click on the item in the Archive Grid and the corresponding Archive details will be loaded in the Archive Info panel.

Archive Info

The Archive Info panel displays all information pertaining to the archive.

Edit Archive

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To edit an archive, click on a row from the grid to load the archive info panel. Click on the ellipsis menu in the archive info panel and choose Edit. Make the necessary changes and click the Save button at the bottom of the info panel to save your changes. Click the Cancel button to return to the view mode without saving changes.

Delete Archive

Delete an archive entry by selecting the archive from the grid, clicking the ellipsis menu in the archive info panel, and selecting Delete. You will be prompted to confirm deletion of the archive.

Archive Details include:

ID

  • A unique ID for all archive items in the format “A_<year>_<itemNumber>”

  • The ID is automatically generated when the archive is created

Year

  • The year for the archive

Name

  • The name for the archive

Media Type

  • A dropdown to select the type of media

  • This dropdown is populated by the Media Types list defined in the Admin section of NIM.

Description

  • A brief description of the media

User

  • Automatically set as the user logging the media

Date

  • An automatically assigned date for when the media was initially logged

Location

  • The media’s initial location

Storage

  • A field to denote the total storage available

TRT

  • The total run time if applicable

Dub

  • Is this a duplicate archive

Free Space

  • Total free space left on the media if applicable

Archive Jobs

Jobs associated with an archive can be tracked using the Archive Jobs panel and multiple jobs can be attached to a single archive. The job details displayed is the information associated with the archive currently shown in the archive Info panel.

_images/nim5_archive_jobs.png

Add Jobs

To add a new job to an archive, click the nim_add_button button at the top right of the Archive Jobs panel.

A new job item is added to the panel.

Edit Jobs

To edit the job information click the nim_edit_button button at the right of the job row. The selected row will become editable inline. Make the necessary changes and click the nim_accept_button button to save the changes. Choose cancel to return to the view mode without making changes.

_images/nim5_archive_jobs_edit.png

Options include:

Job

  • The job name and number attached to the selected archive

User

  • The user adding the job information

  • By default this is assigned to the person creating the tracking information

Host

  • The host server the data was originated from

  • This list is derived from the list of hosts defined in Admin > Hosts

Description

  • A brief description of the archive data

Date

  • The date of the archive

Delete Jobs

Delete a job entry from an archive by selecting the job row from the Archive Tracking panel, and clicking the nim_delete_button at the right of the selected row. You will be prompted to confirm deletion of the job.

Archive Tracking

The location of Archives can be tracked using the Archive Tracking panel. The tracking details displayed is the information associated with the archive currently shown in the archive Info panel.

_images/nim5_archive_tracking.png

Add Tracking

To add new tracking information click the nim_add_button button at the top right of the Archive Tracking panel.

A new Tracking item is added to the panel and is automatically set as checked “IN”.

Edit Tracking

To edit the tracking information click the nim_edit_button button at the right of the tracking info row. The selected row will become editable inline. Make the necessary changes and click the nim_accept_button button to save the changes. Choose cancel to return to the view mode without making changes.

_images/nim5_media_tracking_edit.png

Options include:

Check - (IN / OUT)

  • The state of the media item being checking in or out of it’s current location

  • This value toggles itself by default according to the last entries status

  • For example, if the last tracking item was checked IN, then next entry will automatically be checked OUT. This can be overridden from the dropdown.

Tracked By

  • The user tracking the information

  • By default this is assigned to the person creating the tracking information

Recieved From

  • The person/place/company the media was received from (if applicable)

Shipped To

  • The person/place/company the media was shipped to (if applicable)

Courier

  • The courier that was used for shipping (if applicable)

Tracking #

  • The tracking number supplied by the courier (if applicable)

Confirmed

  • (YES/NO) Has the shipment been confirmed as sent or received

Date

  • The date of shipment (if applicable)

Delete Tracking

Delete a tracking entry by selecting the tracking frow from the Archive Tracking panel, and clicking the nim_delete_button at the right of the selected row. You will be prompted to confirm deletion of the tracking.