Module 5: Transfer Plan

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Module 5Transfer Plan
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Introduction

• At the conclusion of this module you will be able
  to
• Search for a Transfer Plan
• Modify a Transfer Plan
• Add and delete sections of a Transfer Plan

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Lesson Numbers

• Search for a Transfer Plan
• Modify a Transfer Plan
• Add and Delete Sections of a Transfer Plan

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Module 5 Transfer Plan

• Lesson 1
• Search for a Transfer Plan

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Log On As Transfer Staff

• A Transfer Plan is generated automatically when a
  Records Schedule is approved.
• Only authorized users can modify a Transfer Plan.
  In this case Im logging onto the system with
  the role of Transfer Staff

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Search Transfer Plan

• I now am able to search for a transfer plan.
• I do this by clicking Search Transfer Plan.

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Blank Search Screen

• I then am presented with a blank search screen.
• I can enter data in any or all of the fields and
  click search.
• Clicking reset clears the values Ive entered
  into the fields

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Search Results

• Here are the search results.
• Note that all of the Transfer Plans begin with
  TP and are associated with a Records Schedule
  Item
• Ive highlighted the Transfer Plan Id like to
  modify. Clicking on the line will open the plan.
  In the next lesson well modify this plan

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Module 5 Transfer Plan

• Lesson 2
• Modify a Transfer Plan

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General Information

• The Transfer Plan has a couple of major elements.
• The first is called General Info and appears at
  the top of the form.
• The information in this section is all
  pre-populated by the ERA System based upon the
  approved Records Schedule

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Transfer Information

• The middle part of the screen is called Transfer
  Information. It is here that we can enter and
  update information that is useful for planning
  purposes.
• Note in the upper left-hand corner that 1
  section has been created. Well add another
  section in the next lesson. These sections are
  useful if the medium of the record has changed
  over time, such as from paper to electronic. We
  can plan for the transfer of each specific
  medium.

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Accession Instructions

• Ive modified the accession instructions to
  reflect our current plan for taking legal custody
  of the records.

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Electronic Transfer by Electronic Means

• The right side of the form provides information
  about planned transfer method.
• In this case we are planning on receiving
  electronic files by electronic means or
  directly over a secure network

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Volume and Accumulation

• Ive also added the latest information we know
  about estimated current volume and annual
  accumulation.

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Validate Section

• When were done entering what we know about the
  records, well click on Validate Section.
• The ERA System then will make certain that all
  data are consistent.
• If there are any problems, well receive an error
  message.

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Validation Successful

• When everything is OK, the system will generate a
  message that the validation was successful.
• In the next lesson well learn how to add
  sections to the Transfer Plan. Well also learn
  how to delete sections

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Module 5 Transfer Plan

• Lesson 3
• Add and Delete Sections of a Transfer Plan

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Add Section Icon

• As noted previously, there may be times when we
  want to have more than one plan for a Records
  Schedule Item. For example, we may want to plan
  for the transfer of the same records series on
  different media paper, microfilm, digital, etc.
• There is an icon in the upper left for adding a
  section.

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Section 2 Created

• Now youll see that Section 2 has been created.
• I can fill-in whatever information I think will
  be useful for planning purposes

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Electronic Transfer on Physical Media

• I created Section 2 because I thought that we
  would be receiving some electronic records on
  physical media (CD, DVD, etc.)
• As youll recall, Section 1 dealt with electronic
  transfers over the wire.
• When Im done, I would validate this section as
  well

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Delete Section

• ERA also provides the capability of deleting a
  section from the Transfer Plan. This will be
  useful as circumstances change over time.
• The icon for deleting a section is in the upper
  left, next to the icon for adding a section

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Confirmation of Deletion

• As with most of the ERA System, deletions dont
  take place without a confirmation request. We
  get one last chance to change our minds.

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Error on Save

• We should be saving our work often throughout
  this and all processes.
• If there is a problem with a save, well get an
  error message in red.

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Save Successful

• This is what we like to see a nice, friendly,
  green message telling us that all systems are
  go.

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Conclusion

• At the conclusion of this module, you are able
  to
• Search for a Transfer Plan
• Modify a Transfer Plan
• Add and delete sections of a Transfer Plan