Module 2: Records Schedules

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Module 2Records Schedules
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Learning Objectives

• At the conclusion of this module, you will be
  able to
• Create a new Records Schedule
• Add a temporary item
• Add a permanent item
• Add overviews
• Reorder and delete items
• Submit a Records Schedule for certification
• Review and approve a schedule as a Records
  Appraiser

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Lesson Numbers

• Create a New Records Schedule
• Add a Temporary Item
• Add a Permanent Item
• Add Overviews
• Reorder and Delete Items
• Submit a Records Schedule for Certification
• Review and Approve a Schedule as a Records
  Appraiser

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Module 2 Records Schedules

• Lesson 1 Create a New Records Schedule

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Records Schedule Workbench
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Main Menu Scheduling

• You access scheduling from the main menu.
• Under Records Schedules you have 3 options
• Create from Blank
• Create from Existing
• Search
• In this case we will select Create from Blank

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Records Schedule General Info

• Other tabs will appear later
• Required fields have red asterisk
• Some fields do not permit data entry at this
  point

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General Info Agency and Record Group

• Since we logged in as a user from the Department
  of State, this information was pre-populated
• We need to select one of the Department of State
  record groups

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General Info Tab Completed
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Pending Schedule Workflow Created
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Module 2 Records Schedules

• Lesson 2 Add a Temporary Item

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Item Info Tab Blank

• Left pane Overviews and Items
• Right pane (not yet displayed) Detailed
  information

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Item Info Icons

• There are two ways that we can add items.
• The first is by using the icons to the left of
  the word Functions

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Item Info Function Menu

• The second way to add items is by using the
  pull-down (actually pull-up) menu that appears
  when we select Function.
• In this case, we will click on Add Item.
• The system will default to creating a temporary
  item.

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Temporary Item Blank Fields
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Temporary Item General Info
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General Information Entered
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Temporary Item Disposition Instructions
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Disposition Instructions Entered
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Item Saved
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Module 2 Records Schedules

• Lesson 3 Add a Permanent Item

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Item Info Add Item Menu

• To add an item, click on Add Item.

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Item Info Select Permanent

• To create a permanent item, select Permanent as
  a Final Disposition.

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Permanent Item Full Screen
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Permanent Item General Info
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Permanent Item Blank Disposition Instructions
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Permanent Item Cutoff and Transfer
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Permanent Item Additional Info
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Permanent Item Estimated Current Volume

• Here were entering data about the volume of
  electronic records because this item only
  exists in electronic format.
• You can see there is a pick list for the
  measurement.

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Permanent Item Annual Accumulation

• Here weve indicated the annual accumulation

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Permanent Item Years of Accumulation

• Weve now completed the last 2 required fields
• First year of records accumulation
• End year of records accumulation
• Were ready to click Save and then Done.

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Permanent Item Saved
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Module 2 Records Schedules

• Lesson 4 Add an Overview

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Item Info Icons
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Item Info Function Menu
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Item Info Overview Details (Blank)
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Item Info Overview Details (Completed)
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Item Info Overview Update
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Item Info Overview Titled Displayed
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Add Another Item Using Icons
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Second Item Added
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Expanded Tree Structure
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Add Another Item Using Icons
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Second Added Item
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Add Second Overview
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Second Overview Detail
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Second Overview in Tree Structure
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Add Items to Second Overview
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Final Tree Structure
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Module 2 Records Schedules

• Lesson 5 Reorder and Delete Items

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Item Info Reorder Menu
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After Clicking Reorder
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Reorder Functions Menu
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Reorder Arrows
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Order Updated
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Updated Tree Structure
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Move Item Between Overviews
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Move Pop Up
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Move Results
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Delete Item
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Confirm Deletion
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Item Deleted
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Identify Overview for Deletion
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Confirmation of Deletion
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Deletion Executed
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Module 2 Records Schedules

• Lesson 6 Submit a Records Schedule for
  Certification

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Records Schedule Save
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Submit for Certification
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Error Messages
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Submission Successful
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Agency Certifying Officials Inbox
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Certifying Official View
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Certify Button Highlighted
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Certification Successful
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Module 2 Records Schedules

• Lesson 7 Review and Approve a Schedule as a
  Records Appraiser

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Records Appraiser Workbench
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Review Records Schedule
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General Info Tab
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Item Info Tab
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Return Without Action Entire Schedule
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Approved Button
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Submitted by Records Appraiser
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Submission Successful
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Conclusion

• At the conclusion of this module, you are able
  to
• Create a new Records Schedule
• Add a temporary item
• Add a permanent item
• Add an overview
• Reorder and delete items
• Submit a Records Schedule for certification
• Review and approve a schedule as a Records
  Appraiser