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Records Scheduling System (RSS) Release 3.0 User Manual

1. Edit ttem Hen Id Tiia Collector Oeturense Haports Description Begoagz af any oocurrencte r lating to damage or thet of armdicts hes The system will automatically generate the asterisk SHINES ico air part the olen or atte his make for each item that has been amended mney reo espa oes dk D Once the changes are completed the schedule oe ee HE alae creator should ask for a review by Information Media Bro Bue Bega stees GT e S Management Branch testes a a If Information Management Branch agrees with Seel JER Ke ri camer Burton JE S AS Concumence Conditions Ey AAMC d and when contact is termine dl Final Cisposnion Select Dis podbean Appraisal Rengon lor Aunendimert 2j the changes they will indicate their concurrence in the feedback comments field and mark their feedback as completed See section Reviewer Feedback for information on completing a review If Information Management Branch has a concern with the amendment they will document their E mmm concerns as feedback comments under the tet E E pa Stow AAA JESS RIGA sam REVIEWS on the left side menu The schedule creator will have to respond and make the required changes or provide more details on the amendment Schedule creator will resubmit for review and concurrence Once the review has been completed the schedule creator will obtain internal signature from the Senior Records Officer M
2. Preservation Apgraical Group Notes RECOMMENDED FINAL DISPOSITION DESTROY hie 15 le electron recorda databace containing slabretecal data gathered in tern 1 1 Trafic Counta This database is backed up regularly by the EOS System House Archives need not atquec these records afer retention panods are met Storage Appraisal Group Motes RECOMMENDED FINAL DISPOSITION DESTROY This ia the slectranic records database containing slatetical data galhered in tern 1 1 Trafic Counts This database is backed up requlady by the BOS System House Archives need not aoquire hese records afer mbertion periods are met Send Emad in other Appraise member Aporaical Review is complete Appraisal NOT Complete pal JH al io Si ee sisted pe Dengem loosen rs Ret en Ifthe appraisal requires more work by the Appraisal Creator select the first grey button to send an email to the Appraisal Creator for further work April 2004 Records Scheduling System RSS User Manual 33 Select the Appraisal Creator by pressing the blue Add word in the entry in the table that corresponds to the name of the Appraisal Creator Press the Send Request button Ifthe appraisal is completed to the satisfaction of the Appraisal Reviewer Press on the grey Appraisal Review is Complete button The Schedule Approval Process screen will appear Click on the line that indicates the review is complete Press on the Process Appraisal button
3. All information from the approved schedule will be aaa Soe d Cortinnmig Sehedule External Docume UM O OT pa copied to the amendment including archival Commens Y Related Se hedule e appraisal opinions and external documents A schedule relationship will be added in the Related Schedule area to supersede the previously approved schedule Caneebs Heplaces Schedule s e Reacon for Amendment Moses arre Lo reallocate retenioon penods for gem d After UMM AT Hetz am a Reason fer Ame mime nt Ading hems 3 bo cover the copy sete Ai MA pos Hee AT Reacon ler Armed red Mi ur amendment bo change the pa gr n hitbe The amendment history will be documented on the schedule report Schedule Transter Hisinay Mane Schedule Cancer Dadtion History RE a Eime El Gone 1 Al titer E April 2004 Records Scheduling System RSS User Manual 50 Minor Amendments The status of the schedule will be Draft Awaiting Signatures Make the changes as required See Editing a RSS r selt dere Explorer all Draft Schedule i 9 2 3 oe iore e AR e For item level changes after making the required changed enter the description of the change in the Reason for Amendment field It is not necessaty to put an asterisk after the item number S Schedule 1986 016 2001 fem 1 05 Sponser CU Schedule Achar i E Progam Name GA Cellectiona Curatonal CaraPubbe Access
4. E Mail notification to Review Groups Review Schedule and amendments New Schedule or new RSS IMB amendment EE aer Review completed Program Area and comments placed on the schedule UM Review Comments and make appropriate adjustments Er Creator E Mail completion notification Workflow Schedule Feedback Request Process User Group Opinion Group Primary Function Responsibility Provides an opinion on a new or amended schedule There are five types of opinions Legal Financial FOIP Aboriginal and IT Responsible for providing opinions on the schedule Opinion information will remain permanently with the schedule on the database Opinions provided in hard copy format can be scanned and attached to the schedule ARMC decision on Legal Opinions Read only access to legal opinions in RSS will be available to all those within government who have a role in records schedule creation and approval The ARMC s legal advisor has noted that this could present some risk to solicitor client privilege but providing broader access has advantages Opinion group member can also be a Schedule Creator or a Reviewer E Mail notification for specific Opinion Groups Review Schedule New Schedule RSS and amendments or new iS a4 amendment Database a Ma Si O AS Review Opinion and make appropriate O adjustments If Opinion Analysis completed Schedule Creator is in hard copy fo
5. For each review individual press the Add button to the right of the individual s name Note The title selected above will be added to the To table Ensure the title matches the e mail address If it does not press the Remove button in the table beside e mail Aller mue fs Beson aes Aaen ven address and select the title and e mail address again Use the Remove button on each selected individual if they are no longer required Additional Notes is the e mail message that will be send to each selected individual Additional information regarding the review can be communicated in this field Send Request button will send the message to the individual s A message will appear indicating that the action was successful Under the schedule number on the left menu section there will have a in front of Reviews A line will be added for each request for review send Note The Titles field is used to indicate the individuals who will be providing review comments and in the Audit Traz title is used to identify individuals April 2004 Records Scheduling System RSS User Manual 24 Under Schedule Actions select Audit Trai to see activity to date Activity is in reverse date order however it is in chronological time order Complete Reviewer Feedback by Reviewer Only individuals who have been invited can provide review comments Search function can help find the schedules that need comments On the Schedu
6. Sihedale Test tea DORADOS Done test ta OI Reason for amendrir was added ARMA Secretarial SVM Please run spell checker on the entire schedule Trem Consumer Prepesals Arive Filez On test test ECS Reason for amandeees was added al the em level RS An e mail notification will be sent to the schedule creator informing them to review the draft schedule and make the appropriate changes ARMO Secretara MAME Whal r the change thal you are making on thie dem The ARMC Secretariat can view the comments by clicking on the Review word beside the specific schedule they wish to see CH LA Pra a ee p Won E Fe dn Jpc J kee pe Ersa mer Em DNR aren Reviewing ARMC Secretariat Comments The schedule creator will need to review the comments made by the ARMC Secretariat and make appropriate changes to the schedule or provide answers to their concerns Once the schedule is loaded on to the left side menu click on the sign beside the Secretariat Review Click on the title Secretariat The Response screen will acc sero rere pe l aiti zept DD Dah Arens Gomory e AR Le appear Aides E gen renee rd Are ab cara leaders ne Se AO der mt rara Cd ome Penge codes Y a rte Fle L Wes Fret Toe we 4 Schedule 2004017 Sponsor GS Schedule Actons sl The top half of the screen displays the comments that Prog Nane Program forthe Deg Mest Hacicapped and al ethar pogle the A
7. zial The SRO can only select alternative final emh a D A Ash rotes ior r a E En a S address pijaka o o SI tee tee ee er et ee Taree cr ik Gen ues dispositions before they have applied their EE Schedule 2004005 Sponsor GS Schedule Actions Program Name April 10 Paster Parade SEL electronic signature Once the electronic signature has been applied the drop down menu disappears D Orewuzahonal Chart Cather External Fu Schedule Relationships The ARMC group will see both final dispositions eg Debnos Assisianco Bom edo ADIGOS DN 19565000 Financial Reporting aed Control 5 rolatog to 20040106 and will make the final decision at an ARMC eet Seeerei ix ees 0044005 meeting aner 3E PERSONNEL RECORDS SCHEDULE ln superados by 200805 y Pie Joe Jo 1 Ifthe user wants to indicate that they agree with the 2 schedule by placing their electronic signature on the uk a hedule schedule D l Le e bereet Size 7 The schedule should be loaded into memory Click Salles refe re TRS on the schedule number in the left menu section In the working area scroll down to the bottom of the screen to the six blue buttons Press the Szenature button RSS r selt dere Explorer The Schedule Signature Process screen will appear The Tsss 823 Set ee Bier Ze AR user has a choice of selecting the type of electronic signature they are applying SPM Seni
8. E Sc ep se Bess mes SEET iso GEN Kee soos ed ee ee seo ay ve Alberta April 2004 GOVERNMENT SERVICES Produced by Information Management Branch Government and Program Support Services Division Alberta Government Services 3 Floor Commerce Place 10155 102 Street Edmonton Alberta Canada T5J 4L4 Office Phone 780 422 2657 Fax 780 427 1120 Web sites www im gov ab ca www gov ab ca foip WWwW pipa gov ab ca OGovernment of Alberta ISBN 0 7785 3116 3 Table of Contents L AOtOdU CHO serene ttre rre rr cre rer reer EE 1 2 RSS User Ee RE 2 User Group Scnedule E 2 ser Grou KRevic w OU AAA AAA eee 2 er Group OPON SOU ESSE AA 3 User Group APPA GTO nana E EGA Ee 4 User Group E Pitas ass sasha aaa ds 3 User Group Secretariat Group ARMC S ctetariat RevieW manes dad 6 User Group Approval Group ARMG Revia da a EE AU Si Eo A E a E e 8 ER EE 9 Meni Area SSL oia LO d 9 Pane E 9 So a ET 9 Ke te EE 10 Sie EE 12 Ais RSS System Te sairam sedans eee E a aa a aio a aa Ea 14 een 14 ler hil a Ree Tere ere ee Te Tee rr Coen S OT Tne Or een ree ter sre er ere ree mare eee reer ere 14 EE Te TT TT Tare eT are Tr er ern cere rr er Tree 16 Piece naar ee 17 PHM TIO A SCM CG EE Sc Er tee SCC EE 23 Koviewet EE 24 Request Reviewer Feedback by Schedule EE 24 Complete Reviewer Fecdbac k DY EE 25 EE Dial OU 26 Option Mes e 26 Request Opinion Dy oCh edu CLOS ici 26 Complete Opinions b OPON rollo ales Sr
9. ARMC approval standards No Secretariat Forwards schedule to ARMC Group for approval Workflow Schedule Approval Process April 2004 Records Scheduling System RSS User Manual 6 User Group Approval Group ARMC Review Primary Function Responsibility ARMC members review the new or amended schedules to ensure no concerns exist and to approve the new or amended schedules Responsible for reviewing and approving completed schedules submitted electronically by the Secretariat Resulting action can be approve defer or approve pending Group members are the ARMC members Cannot be a member of any other Group E Mail notification to ARMC Members Secretariat notifies the ARMC members that a schedule is ready for ARMC review and approval RSS Database Review schedule and enter gt comments regarding the s schedule Se Checks for ARMC Members questions comments l from the ARMC Chair approves i T the schedule Does the schedule need to be discussed at a meeting Secretary documents all questions comments of No the ARMC Cy Yes Checks for clarification on Pending Schedules Cy ARMC Chair Pending Schedule is completed and Schedule Creator can be approved Schedule is added to ARMC Agenda Schedule is Approv
10. Ateserg Council Tor Alberia Location efo Fih floor Standard Lite Centre 10406 Jasper Avenue Edmonton Audi History Reen Modibostbons Csgarcatomal Chat ther Paternal Pile Schedule Relationships P e di os is relaled to 1996 005 wi oat LS The SRO must have authority over the organization SS eS Sard ae for which the approved schedule is being transferred from The SRO will select the schedule that is to be transferred by using the Search screen and bringing the schedule into the working area At the top right corner of the working area is the Schedule Actions drop down menu Select Transfer Schedule The schedule transfer is divided into three steps The first step provides summary information on the schedule and a history of transfer requests for the schedule At the bottom of the screen the outstanding transfers will be listed and the blue New Transfer button is located Click on this button to create a new transfer request Inthe second step the SRO will select the organization that the schedule will be transferred to Select the primary organization and any additional organizations that will be using the schedule From the table highlight the organization that the schedule will be transferred to and press either the Add Primary Org or Add Additional Org button The schedule must have a primary organization which is responsible for managing the schedule Addi
11. Schedule Number ls containg Sah J equels Approved program name status and sponsor If the he a a Funetiomal aquale Saleet Funchonal Feedback Requacted from Select User Di Program Rame cer ag rganiratlon equals Selaci Orgarzaton D Zei 5 e Progi Parnat Diras Fam S en schedule is locked a message in red will appear stating that the schedule is locked By pressing the Unlock Schedule button the system will unlock the schedule and make it available A message will appear indicating the schedule has been unlocked la bone PT ib tries successfully Ml A EE Eo jas ror os ue arw 3892 zem Unlock RSS Server This page is a maintenance page to be used when the system continually reports that the Server is currently busy This is caused by a user abandoning a creation process in the middle of creating a schedule or amendment This utility can be run at any time Its main purpose to prevent two or more schedules from being created with the same schedule ID Before pressing the grey Reset Busy fl please call the System Administrator Transfer Schedules The Departmental Administrators can transfer draft schedules from one schedule creator to another schedule creator who belongs to another organization For detailed instructions See ee TE section Transfer a Schedule sub section Draft Schedule Transfer System Administrators The System Administrator has access to all the a
12. DW Others Senior Officers L PB Officers Web Server e SIE N SQL S Server Edmonton o N Records and Information Services Information Management Branch AB Government Services Red Deer Lethbridge d Lawyers Fig ure 1 D Hat l Records Scheduling 2 System The Records Scheduling System RSS is a web based application that was first implemented in November 2000 It is administered by Government Services Information Management Branch RSS captures Records Retention and Disposition Schedule Schedule information and manages the workflow between the various stakeholder groups It also links with the Inactive Records Information System IRIS used by the Alberta Records Centre to assist with the management of inactive records All information related to a Records Retention and Disposition Schedule Schedule is retained in an SQL database including the archival appraisal opinions legal financial FOIP aboriginal and signatures Scanned external documents or electronic document files can also be attached and stored on the database for a specific schedule April 2004 Records Scheduling System RSS User Manual 2 RSS User Groups and Processes The workflow processes in creating a schedule obtaining reviews appraisals opinions departmental signatures and Alberta Records Management Committee ARMC approval have been incorporated into the system Each phase in the schedule creation and ap
13. Me 160 op prere Ejoor Eperra fe juss rec ELIE vam Click on the blue Send Request button An e mail notification will be send to the Secretary of the ARMC informing them of this request A record of this request transaction will be added to the Audit History table The Secretary of the ARMC will receive the e mail notification and will log into the system April 2004 The Secretary of the ARMC will select the schedule that is to be transferred by using the Search screen and bringing the schedule into the working area At the top right corner of the working area is the Schedule Actions drop down menu Select Transfer Schedule Porcsolt derer Explorer j The Transfer Requests screen will appear listing Pop Se the outstanding transfer request Click on the en ee ee ees highlighted date to obtain the transfer details AAA achedde ong Schedule 1906005 prti CU Program Mane Seniors Advisory Couned for Alberta Transfer Requests The Transfer Acknowledgement screen will appear displaying the items to be transferred and the intended organizations that they will be transferred to The Secretary of the ARMC can either Schedule Humbet 100 B am Hamme Sones Ad sory Council Zoe Alberta Stats App Ongamizalions Community Dperiogengprg Primary Transfer amaia Acknowledgement s Request Staus Ceara Theme acknowledge or decline the transfer request A e
14. en U Comments Presermali n Appraisal Grup Mewes Storage Apmaisal Group Motes Seve Appraisal Send Email to Appraisal group member i inter e stort 2 SEI AAA per A ERSS z NR Lann The Appraisal Messaging screen will appear Select the Appraisal Reviewer by clicking on the blue Add word beside the appropriate name in the table Any additional information can be added to the e mail note field Click on Send Request April 2004 Records Scheduling System RSS User Manual 31 The request will be sent to the Appraisal Reviewer Review Archival Appraisal by Appraisal Reviewer The Appraisal Reviewer can only comment on the archival appraisal once the Appraisal Creator has requested them to do so Search function can help find the schedules that need archival appraisal reviews On the Schedule Search screen for Feedback Request use the drop down menu and select the Appraisal Reviewer s name Press the Search button and display all the outstanding schedules that the Appraisal Reviewer has been asked to review The schedules are listed in a table in reverse numerical order Add the schedule to the left menu section by clicking on the highlighted schedule number in the table Bring the schedule into memory by clicking on the left menu section Scroll down to the bottom of the schedule where six blue buttons are visible Purpose Function Brief History Legal Mandate Ap
15. Additional Woes L El A Wl O A f ti interne Hal ene Mal 186 E Fo Ditert Buran bromea ass Hiro RIE Lem Press the Add button to the right of the archivist s name Note the title selected will be added to the To table Use the Remove button on each selected individual if they are no longer required Additional Notes is the e mail message that will be send to each selected individual Additional information regarding the appraisal can be communicated in this field Send button will send the message to the individual and a message will appear indicating that the action was successful Under the schedule number on the left menu section there will be a in front of Appraisals A line with a title of PAA will be displayed Records Scheduling System RSS User Manual 29 Under Schedule Actions select Audit Trail to see activity to date Activity is in reverse date order however it is in chronological time order Complete Archival Appraisal by Appraisal Creator Only individuals who have been invited can provide an Archival Appraisal The archival appraisal information is locked in the system so that only the Appraisal Group members can view the information during development of the appraisal Once the Archival Approver has approved Mu ei opt interret Explorer tek OA A Qro rotos tier ab B the appraisal it then becomes viewable by all Schedule Se
16. Create Amendment Fora major amendment a second question will appear asking if an archival appraisal is required Respond I Minor Amendment in Fra cara pi a major amesdment will an sppr bo equi fee the dai Ep ai j A 3 E Major Amendment D se Cr le Am r ed gcht ulg T Appice required Raaban for Amendment i The Reason for Amendment field should be completed with a summary of the change requirement This field is also repeated for each item Two options are available Create the amendment or Cance the amendment Use cancel if you do not want to proceed with the amendment A deer Size AAA A RUE sen Create the amendment will generate a new schedule All information on the original schedule will be copied over to the amendment The Review Signature and ARMC Review comments will not be copied over because this data has to be generated as part of this new amendment A copy of the approved schedule will be made The schedule number will be the same except that an A001 or the next sequential number will be added to end of the schedule number The amendment schedule will automatically be added to the left side menu If three schedules are already loaded on the menu a message will be displayed saying the menu is full Close one of the schedules and do a search to EIER pS retrieve the amendment schedule ste oes OA Al Queo reos Gen E G E SCHEDULE ADMINISTRATION
17. Note the title selected above will be added to the To table Ensure the title and the e mail address match Use the Remove button on each selected individual if a particular individual is no longer required Additional Notes is the e mail message that will be send to each selected individual Additional information regarding the departmental approval o a ama Gre Geer liam BEER des hitg jire vimobest gor ab cals index cp thdr hesderiecm neukraibetat led 0004 eng FO Dio deter PH Ls can be communicated in this field PR ter Fore Tod Upa tentar S E Send button will send the message to the individual message will appear indicating that the action Was successful Records Scheduling System Feedback request has been sent Under the schedule number on the left menu section there will be a in front of Szenatures A line with a title of SRO or Dept Manager will display Please make a selection from the Menu or the Actions dropdown list Under Schedule Actions select Audit Trail to see DN SC SE had bene 1 1 if reere activity to date Activity is in reverse date order Ason AED be Storm myer ng JESS RUTA zen however it is in chronological time order An email notification will be sent to the Schedule Creator once the signature has been applied to the schedule April 2004 Records Scheduling System RSS User Manual 37 Complete Departmental Approval by Signat
18. Sa peral Sond Emad to Appraisal gown member A Ce EIS Ke stat A 5 EI Dinge m tten ze roce Jess ze ROLE Lem To enter item appraisals the Appraisal Creator will April 2004 Records Scheduling System RSS User Manual 30 Click on the schedule number on the left menu section Select an item number either by gt clicking on the item number located on the left menu section OR gt entering the item number in the GO box at the beginning of the item list on the left menu section Press the GO button and the system will display the item details in the working area The Appraisal field is located at the bottom of the item screen Enter the appraisal comments for the item Spell checking and editing features such as bolding underlining italic and indenting are available on this field Press the Save button once item appraisal is completed Ifa save is not done before changing screen the entered data will be lost The system will display a message stating Item Update Successfully and the item details will display in view mode The Appraisal Creator can change the Final Disposition field as required Any changes made on the schedule by the Appraisal Creator will be recorded in the Izem Modification Table Continue on with the next item until all item appraisals have been completed AJ RSS Micresolt Internet Explorer Hek GD 2 Ah Fres feto ye A Del Ankles hiipi
19. Schedule 2004005 Spore GS Schedwe Acton Prograen Mame Aged 10 Eater Parade schedule Approval Process A message will appear indicated the Appraisal has been successfully updated Schedule D JO Program Mame April 10 Easter Parade Primary Organization Goverment S it The Archival Approver now must be notified that the schedule appraisal is ready for their review and approval Return back to the first page of the appraisal by clicking on the schedule number on the left menu section pressing the blue Appraisa button at the bottom of the schedule screen and scrolling down to Kater ca va meen os e SE the bottom of the appraisal page M This appraisal is REVIEWED Awaiting Appraisal Heu P This appraisal is APPROVED Pocas Appenis ol Select Send Email to Appraisal group member button The Appraisal Messaging screen will appear Select the Appraisal Approver by pressing the blue Add word in the entry in the table that corresponds to the name of the Appraisal Approver Press the Send Request button The request will be sent to the Appraisal Approver Approve Archival Appraisal by Appraisal Approver The Appraisal Approver can approve the archival TEESE cala i d E Se ATTE appraisal once the Appraisal Reviewer has o Lee E E e re Ede Ven Fortes Took Hehi completed his review and made a request for SS approval to the Appraisal Approver PP PP PP Schedule Search CREA
20. l l S 910 Geach aretes Geet e A ER H E cds A a leche id re Iech de ie Eu OH DA e lcd abad e ge uns ris t Wen Pieres Tele me er Re Sche de OT ETS AGO Sponsor GS Schedule Actions Program Mame Consumer Debt Repayment Schedule Approval Process Schedule Ce 19877038 A001 Program Mame Consumer Dett Repayment Sponsor Government Eerices Schedule Status Detened traing Apra Deiaren Ponang Bring Forward Date eprint Pocas Schedule Ne Gone ne a Ei cor Suert fajas ma CE aam April 2004 Records Scheduling System RSS User Manual 46 Approve Schedules Pending Clarification The ARMC can approve a schedule pending clarifications if they have some minor concerns with the schedule and do not think these concerns should hold up the approval of the schedule The ARMC Secretary will convey the concerns to the Schedule Creator Add the schedule to the left menu section by clicking on the highlighted schedule number Only three schedules can be placed in the menu at one time The ARMC Secretary will enter the comments that require some action by the Schedule Creator Click on the schedule number on the left menu section Click on the Comments field on the first schedule screen Comments data entry screen will appear and the Secretary will enter the concerns of the ARMC members Click on the Save button when all concerns have been entered Not doing a save will result in th
21. rer e 1 Address elos deg ihe 1 UAC bhri et ar er eee Tah ci pa CHa Bt ote gate Unde la Fle D Wen Parres Tools He gt Y Schedde I7 03A Sender GS Schedule Action bo nied Dpezipn Housing amp Consumos faire Ling Diriart Debt Reparan Loci n ion Tish Floor 10155 1027 reet E rrenton schedule Relationships r TAAA is a Mar 1907059 Cenaumer Dabl Repayment Kee hb o An a iji sl e fa Dene E Interes Mrr 2 6 D Fe Eres L tze Jeep eiss za RIGE zm The system will display a message stating that the approval process is complete The schedule status has been changed to Approved For amendments the original schedule will be cancelled If previously approved schedules have been identified on this newly approved schedule as being superseded the system will check to see if there are any records stored at the Alberta Records Centre If there are records and the items have not been superseded the schedule status will be changed to Expired If there are no records or if the items were superseded by the new schedule items the schedule status will be changed to Cancelled An e mail notification will be sent to the Schedule Creator indicating that the ARMC review has been completed The approval transaction will be added to the Audit History indicating that the ARMC Chair has placed their electronic signature on the schedule TJ ASS Microsoft Intranet Explorer E O
22. A fl Request ARMC Secretariat Review by EE Schedule Creator ee B Once a schedule has been completed and all information signatutes provided the Schedule Creator can submit the schedule for review and approval to the ARMC Schedule status must be Draft Awaiting Secretariat Review or Deferred awaiting Secretariat Review if previously deferred by the ARMC Committee prg i E EEN ae be Eire e jess Emp Lull a Fuse Spe wis isan April 2004 Records Scheduling System RSS User Manual 40 ARMC Secretariat needs to be notified when draft schedules are ready for ARMC review and approval To invite the ARMC Secretariat Review from the Schedule Actions menu select Request Feedback On the next screen Select Selection choice Secretariat Review The Display as field will be Secretariat The table will have one entry Press the Add button located to the right of the entry armc sec gov ab ca and it will be added to the To table Additional Notes will be added to the e mail message that is sent Additional information regarding the schedule approval can be communicated in this field Send button will send the request message to the ARMC Secretariat A message will appear indicating that the action was successful Under the schedule number in the left menu section a will now be in front of Secretariat Review A line with the appropriate title will be added Under Schedule Act
23. Actions After selecting this option the system will list a table of all the items for the schedule item title and a Delete button towards the right of each item After selecting this option press the Delete button deme o Old at Zzeech reese rer rr c ES Delete Item s Fei EEN items in Schedule CIT CEET Di Freehold Mineral Taa Genera Delete D Freehold Mineral Tax egarad cabe senos Pele IG Leseeg Tile Transaction ca o zeg Dalila Global Tax Summary Repoets gt cage series Liplrio DE Freehold Min ral Ta Relat iiit sends Delete DES Appeal Board Appoinim nts Ca o r reg Deleie Hr Mineral Tila Pedermplion cage songs aleta D Tax Petr Actreg Adjusiments case songs Delia Tar Appeals case garnit Delete ig Tax Validalad Reeti na cate aaraa Delete Cu Tax Payment and Rolunde cape genes Deleie Lu Ung vats Doleta E aA KOR Wians A treet Mist 9 ep pe nos s zeg J peounegg Je iess muro ROD iar located on the same line as the on the item number that is to be deleted The system will display the item and item description and verify that this item is to be deleted There are two grey option bars that can be pressed Yes delete this item and No do not delete this item Selecting Yes will proceed with the deletion of the item on the schedule The system will give a message regarding the status of the deletion The Audit History w
24. All Secretarias Review Corenents Review all feedback comments and the schedule creatot s replies can be viewed in a report format Secreianat Rene Comments Fach member of the ARMC Secretariat will review the schedule against the schedule approval standards established by the ARMC Any concerns will be documented in the Comments section Your res pongg Emi Heen 01 Eacaipi cf Mateneds or Seraces DPC 51 Norn 02 Noted of Crenmrancemant of Employm nt DET 151 ham 03 Trerval Esporta Aeroueb Han 04 Telophorne list The top half of the Comments Response screen El shows the concerns that other members already cl EA Gr a Aoprove identified sc EF jose Eeoae jur Pos rr GCL vs The bottom half is used to enter new concerns These concerns will be sent back to the schedule creator for resolution There is no need to repeat concerns already identified Concerns can be at the schedule level or at the item level In the Your Response line ensure the correct item number is selected for the comments being entered April 2004 Records Scheduling System RSS User Manual 41 Once all ARMC Secretariat members have Ls completed their review the schedule creator will RN ee be notified One of the ARMC Secretariat members will click on the grey Notify Creator button located at the bottom of the screen Secretariat Review Summary 1997 038 4001
25. Search Comparison Value ADVANCED SEARCH Schedule Humber o 8 Fiala Funetiomal aquale Dot L bung Daonna Feedback Requested fromm Lellecte Mercel Program Rame oe ag equals Searching by Author is the only way to find New Draft Keren schedules 2 IIA eer The system assumes a wild character Gol at the end of each field 7 So eo E The data entry fields are not case sensitive The Search screen is divided into three parts columns April 2004 Records Scheduling System RSS User Manual 14 Field are fields that can be searched from emmma A this screen are listed in bold They are O ATA E Schedule Number Status Author Functional Feedback Requested Program Name or Organization Acide Tr a ee go ab car fino ie TA ce ea ert Pe Edk Wen Fonie Toe Holey Upit fark tar Schedule Search CREATE SCHEDULE Field Compartson Value ADVERCED SEARCH Sebadulea Kumbar enmane KH Stats equals E L ieo Sec zl Pla equals SelectAdhor Functional egus Seen Funcions Feedback Requested from Seinct Uso Preqram Hama conlaina Organization tquale Eeee Organizator NEE M mm ey Comparison is the operation you wish to carry out and uses operations such as Contains Greater Than Less Than Equal Select the one that is appropriate for the search y Eis z mic Value is the field where you en
26. View ee E By dl Ee EE 29 EE poro El 29 Request Archival Appraisal by Schedule Creator ui o 29 Complete Archival Apprlisalbyppraisal EE 30 Revienatenivaldappralsal by 2pptatsal Reviewer miata ee et eatin 32 Approve Arcotyall Appraisal EE 34 ee ee Sp Request Departmental Approval by Schedule EE SS Complete Departmental Approval by Sicnat r rol Prusia ii 38 VIEW oienatutes Dal SOU Sd AAA a AS 40 ARMC Rev EE Eeer eege ee 40 Request ARMG Secretariat Review by Schedule Creatina catador al riera places 40 Schedule Review E 41 April 2004 Records Scheduling System RSS User Manual i Revie wnd EE Comments eet agereechte 42 SIE ee e E Lee 43 ARMC Approval Process a 44 Approve ochedules aaa 46 Approve Schedules Pending Ee dad 47 Do EE 48 Create ai Ame Admn trO An Appron d EE 49 INO E E 51 Major Amendments Requiring an Archival ENEE 52 Major Amendment NOT requiring an Archival e 2 Mrs e ee 53 Eed rante tito ici 53 PE EI e ele tal ata 54 Gancedo ti 57 EE 59 ee cs eset vst gesagt elas ae ens nae acne Sec N AA cei oaraesac O eae 60 PCM S ELA LION PONC EE 61 Departmental FUGA S Ee 61 System PACA SEL ALOT oiea ie djs 61 Keren e KEE 63 EE EUR o EA 64 Password E 64 Eeer 64 April 2004 Records Scheduling System RSS User Manual Page ii 1 Introduction RECORDS SCHEDULING SYSTEM RSS Alberta Records Management Committee ARMC Provincial Archives of Alberta PAA Records Analysts ES Ft Peace River
27. all other Ids will be View Opinions Reviews Appraisals Signatures and Approvals will either be View or Yes For users within each of these groups the entry for them will be Yes which indicates that can add update this information Hach user Id is assigned a sequential number for tracking purposes This number is listed on the bottom left side of the information screen April 2004 Records Scheduling System RSS User Manual 63 The user can change password for their Id on this screen Press the Change Password button on the top right hand corner of the screen lt A screen will appear requesting the user to enter the current password and the new password twice to confirm no typing errors E Mail Reminders This feature enables the Schedule Creator to send e mail reminders to all outstanding requests that have not been completed All outstanding requests made by the Schedule Creator for all schedules will receive a reminder The Schedule Creator can specify how old the 2 feedback request is before sending a reminder Change Password Current Password Password Changes When editing a user Id the Password field will be Ps espeeg blank Department System Administrators are not allowed to view a user s password The password that the user has set is still in effect just not viewable Ifa user has forgotten their password and requests it to be reset the Departmental Administrator can en
28. and add the schedule to the left menu section by clicking on the highlighted schedule number Only three schedules can be placed in the menu at one time Bring the schedule into memory by clicking on the schedule number on the left menu section The Secretary will enter the comments that require action by the Schedule Creator RS Click on the Comments field on the first schedule screen Comments data entry screen will appear and the Secretary will enter the concerns of the ARMC members Click on the Save button when all concerns have been entered Not doing a save will result in the information entered being lost The Secretary will notify the Chair of the ARMC that the status of the schedule can be changed to Deferred The ARMC Chair will EXT ale xl ECETIA D i From the ARMC Summary screen select and add Tee im tm os e the schedule to the left menu section by clicking on the highlighted schedule number Only three schedules can be placed in the menu at one time jirg Ung Consumer Debt Regimen Location Tigh Floor 10058111 Sragi Earrentan l Cepseazabesal Chart Other External File Bring the schedule into memory by clicking on Schedule Relationships the schedule number on the left menu section vara AAA SA is a Majar DE Ha A A we S rte E Done aca 2 ZS AA Ems poor jue a es a A zem April 2004 Records Scheduling System RSS User Manual 48 At
29. easier for the other members of the Appraisal group to see which items have comments attached Continue on with the next item until all item appraisal reviews have been completed Once the Appraisal Reviewer has completed their appraisal review on this schedule they can either send the appraisal back to the Appraisal Creator for further work or approve the review and forward the schedule to the Appraisal Approver for approval Click on the schedule number on the left menu section the working area Scroll down to the bottom of the schedule where six blue buttons are visible Purpose Function Brief History Legal Mandate Appraisal Signature and Approval Click on the Appraisal button View Schedule Appraisal screen will appear The top of the screen provides summary information on the schedule Scroll down to the bottom of the screen until the two grey button are visible Send Email to Appraisal group member and Appraisal Review 1s Complete The first page of the schedule should appear in ass Hek gt 9 2 2 Ole Fres Hore ye A A Asides i Fie Edt Yeu Faerie Took Heb reee Schedule 204 005 Sponsor GS f Program Name Apel 10 Easter Parade containing slatetical data gaid in ern 1 1 off Counts This database is backed up i regularly by the EOS System House Archies need not acquir hese recorde afer retention panods are met b rrosolt freet Emplorer
30. not be able to see the schedule To provide an opinion the Schedule Creator has to invite individuals to comment People not invited cannot use the system to provide comments They will be able to look at the schedule but will not be able to comment on any of the fields electronically To invite comments from the Schedule Actions drop down menu select Request Feedback On the next screen Select Selection should be Opinions The line will read Request Opinions for this schedule The Display as field provides the title for the type of opinion that will be displayed Select Legal Financial Aboriginal FOIP or IT for each individual s opinion A table will be displayed listing the individuals that are in the Opinion Group within the Schedule Creator s organization To see all the individuals in the Opinion Group press the button titled AX Opinions within System A complete list will be displayed in the Select box For each opinion individual press the Add button to the right of the individual s name Note the title selected above will be added to the To table Ensure the title matches the e mail address If it does not press the Remove button in the table beside e mail address and select the title and e mail address again Use the Remove button on each selected individual if they are no longer required regarding the opinion can be communicated in this field Send button will send the message to the
31. the ARMC Secretariat Review See Request ARMC Secretariat Review by Schedule Creator above This request and comments cycle can be repeated as many times as necessary April 2004 Records Scheduling System RSS User Manual 42 Submitting Schedule for ARMC Approval Once all members of the ARMC Secretariat concur that the schedule meets the ARMC approval standards it can be submitted to the ARMC Committee for approval ES ia or 00 0 TT e E tp A A ER 3004 01 Ke KA The ARMC Secretary will from the Secretariat Summary screen click on the Comments button for the specific Gell Response schedule eestas ese Ar the bottom of the Comments screen are four grey buttons The Approve button is used to indicate that the schedule has met the scheduling standards and can move on to the approval stage EE Enano hom H Taha a ti Once the Approve button is clicked The schedule status will be changed to Draft awaiting ssn CS OBS eae E Approval The schedule will be removed from the table The schedule number will be added to the left side menu The ARMC Secretary will click on the schedule number on the left side menu and submit a request to the ARMC Members to start their review and approval process for this specific schedule To invite the ARMC member from the Schedule Actions menu select Request Feedback On the next screen Select Selection choice ARMC Review The Display as field will h
32. the schedule to the left menu section by clicking on the highlighted schedule number Only three schedules can be placed in the menu at one time TS Mina Intem at Diplaror WS 15 MI deme o GU E 2 esearch test rer e Sd il Address ups forn ge ee gos aba ls de tie alert ii GER del E Par Lindos Pile L Were Pobes Tois hep Schedules to be Reviewed DOR MA Anitai nur Dowie Prod Comitini Eir PHOTOS 9 Escenas Debt Rainal Prii Titil eem mulas to be Approved Fer ES EC Ur LE Friii Hiari eee Pie Did ari B rbtse al i Zero EG FIAR IA BEDVILER BRM Cantate ti rien Abhinna A ar sent EA res ron Puerro Eier E VOT a Bring the schedule into memory by clicking on the schedule number on the left menu section At the bottom of the schedule display screen there are 6 blue buttons one of them being Approval Select this button The Schedule Approval Process screen will appear There are four schedule statuses listed Draft Awaiting Approval Approved Deferred and Pending The system will also list items where the Provincial Archives and the Senior Records Officer do not agree with the final disposition for specific items These schedules would have been discussed at an ARMC meeting to resolve the final dispositions Select Approved by highlighting the selection and press the grey Process Schedule button PES Miros dt Inte at Duplarer ACTES EA EN ll
33. the table Funcional O Yes Mo HrogrscndZererce Berna Commearicaton Centre lor Educate Schedule Category Mew Schedule Type One Tine Di si n Curricular Branch Ung remeg Resouces Url erha Educabonal Comrmunicalioro Corporation ACCESS lara Devonian Bldg Edmonton Af I Bring the schedule into memory by clicking on the schedule number in the left menu section Once clicked The GO button enables direct access to any item on the schedule Enter the item number and press the GO button Item details will display in the working area D SE E A A To view the item titles without loading the item into the lacra joe pe mp Sue er CARS om working are place the cursor over top of the specific item A pop up box will appear with the item title Simply move the cursor and the pop up box will disappear Continue to make changes as identified in section Creating New Schedule Ifyou cannot change the item number field but have EE E lei access to the rest of the data fields then you are not the as A 23 Dinh airman r e AR ess tp eres aivehest qur ab cafres ndes sepisan Remerelid 200 7 thd schedheader oo te Schedule Creator but you do belong to the same Fe Fok ow Forts Tsk ig nt E Schedule 20000 Schedule Actor zl organization as the schedule Your departmental SE EE administrator can transfer the draft schedule to you Move tams ea
34. to the left menu section by clicking on the highlighted schedule number in the table Bring the schedule into memory by clicking on the schedule number in the left menu section There are two methods for printing a schedule Using the Reports option on the left side menu section ot using Schedule Actions Reports Option See Reports o Is i Schedule Ach rri al l Edit Schedule Schedule Status Pending Creaton Data CAS 1 14 48 P Functional Yes No Prograf Serace F rogram ee the Disabled Mentally Herdica Schedule Category New Cor inuing l Schedule Type Hii ad Zl june OO eee totes o Mn 186 5 Fo res eos eise za Berton REE rn April 2004 Records Scheduling System RSS User Manual 21 This option provides the most flexibility and control over what is reported Selections can be made on which items to print and if the archival appraisal is to be printed Under the Reports function on the left side menu RSS has pre defined reports of which one is the Schedule Report The schedule number should be listed beside the Schedule Report button If it is not click on the schedule number on the left side menu and press Report option again Click on Schedule Report button Select individual items to be printed or all items to be printed To select individual items click on the item number and wait for the screen to refresh The grey bar should
35. verre uimptest gov a Caltrzgdrele e ep ted herma Eerg G t get Ergen 20516 pe Ph Wen Forces Took Hel Zoe A Schedule 2001 1119 law Spei MA Rrograen Name Vitel Salislica TANE 2 uge Schedae Atoni e Legal Reference bau FOP Reference l Cote Enben ad 1 Ohne Crtena Calendar ves Nola Digte Rebee ion fi en Oise Retentian mar d Contumeste Conditions Final Disposition Destroy emsou seinem Joa DE iras E AAA ss ze ROTA mm Once the Appraisal Creator has completed the appraisal work on the schedule a request should be sent to the Appraisal Reviewer to review approve and forward the schedule to the Appraisal Approver for approval The Appraisal Creator will bring the first page of the schedule into memory by clicking on the schedule number on the left menu section Scroll down to the bottom of the schedule where six blue buttons are visible Purpose Function Brief History Legal Mandate Appraisal Signature and Approval Select the Apprazsal button Edit Schedule Appraisal screen will appear The top of the screen provides summary information on the schedule Scroll down to the bottom of the screen until the two grey button are visible Save Appraisal and Send Email to Appraisal group member Press the Send Email to Appraisal group member button RSS r selt dere Explorer ries S DL 2 Ah Fri Atten 2 A
36. will have to be done manually Accept Accept the changes that were selected NOTE Accept must be clicked twice once to accept the changes and a second time to go back to the schedule Cancel cancel all spelling changes that were selected and go back to the schedule Once the spell checker has been completed a Save should be done to permanently save the spelling corrections Reports RSS has ten pre defined reports Schedule Report and nine General Reports Users can create their own reports using Crystal Writer Details to follow Schedule Report report listing of a schedule The Archival Appraisal report will be generated from this option Note A schedule has to be loaded into memory first RSS r selt Internet Explorer all Bock A EA A E Address L http rrr kbretest ve ab ltere Setzen SEA Ae sherda bsos tiken Pie Ed ea Faeries Tok Heb Reports Reports tor schedule ZOO BA Schedule Report by Organization lists the a schedules for a specific organization within a selected date range The date range can be General Meporls ENNEA based on the creation date or the schedule maea approval date TE Statistics Report by Organization lists the schedules for a specific organization and the status of the feedback comments number of pasos ee FE Jae ras 0 OR feedback groups requested and the number of responses received Function Listing listing of th
37. 0010133 Rem 1 1 Sponsor AL Schedule Actions zl ltem Description Records relatmg bo the Gagn of trees for the developanent of shelterbels on the fiom Files are mientined m an abphabencal fine sytem by appicant name Files may cantan baat are not bribed bo an cougnal appheaten ackmosbabca fee documentahon mere recep back order mohhcahon replacement appicalion correspondence sl olber relabed documents PIE Mar conten bot mot ited te name address phone jiber Lac minber engt address and appbewthon somber x Po if trees Hal Dons stan Jenko EN Inbox ost Sai E Jer Harak versiona ERS dE al a ikih ASS Minroeolt internet Explorer OO Al Ah Frites Hiter Ey 3 E an aphabebcal Gling system by applicamal name Files may contan but E ADO TO GITIOMAET Change ge applicant applicable Op picolor epplica an epplcenara appique s El 1 al r rre DG ELE r Eer Ear pra E oa Records Scheduling System RSS User Manual 59 common wotds like Canada or Edmonton have not yet been added to the dictionary This common dictionary is used by RSS and all other applications on the server Change Change All for words in error select the correct spelling from the list provided If none of the word options are correct you may enter the correct spelling in the Change to field The spell checker does not put in the appropriate capitalization This
38. 2004 permanent and portable counters theoughoul the Provence of Alberta from 1550 10 af certain locations trafic volumes and fuming moements idgematian freen these counts 16 entered ila the eleciroros dilabade dem 1 3 These recorde hive no ancheval value after reberti n penods are met and Archos reed nol atque Ther bres ol renda condials of computer pinbouie of the irafie counts fom both date This information is purchy Salistical in n bur relating to numbers of vehicles a Re Deem jurar pocas Jeer Ers a JOER ase Records Scheduling System RSS User Manual 35 An asterisk will be placed beside the appropriate Appraisal Group Notes field to indicate that comments have been entered An asterisk will also appear beside the item number This will make it easier for the other members of the Appraisal group to see which items have comments attached Continue on with the next item until all item appraisal reviews have been completed Once the Appraisal Approver has completed their appraisal review on this schedule they can either send the appraisal back to the Appraisal Reviewer to answer any questions and make modifications as required or approve the schedule appraisal Click on the schedule number on the left menu section The first page of the schedule should appear in the working area Scroll down to the bottom of the schedule where six blue buttons are visible Purpose Functio
39. Information Management RECORDS SCHEDULING SYSTEM RSS Release 3 0 User Manual Records Scheduling Saler kk er I Sehadule Sia Appro Crnca Dais 1144152000 10844 PM Diag Ford Daia RA E Fictional Tahe de E His Eu b i Te helado reper Corra fecpir Eh emeni Frege OPER atadas Cala Mr kathai Bipa E Es Tepe Contra AA manta TES Fenki pam en a Bisaia mim menis ee EH z e W y Opani aden equal o aera a Deepen Liter Fa silla Pi tap are n Lisi Corre F ciy Patas emeni Propam CPEPS Let aa DD Coes iseia TA Aia A ER TE 7 tupan puma f aa fo mis Duomen hers Cer Extrinal Fie Schedule Relations AA aa AS l ha EE EA Ke t dere ee hee JR e RD E a ODS Oe ate a DO Biip ame gind yor a ed a rr rd i 7 Records Retention and Disposition Schedule Ai Perih BE A AS ee oe Ess Gebei enker GE ve S004 O 10 400 Fest Zereck mem 5 Maana a en Aperoned SOME TE ADS TERA TIOS Dar Penge i E Tam Oupusiasion Chara DUO Cem pol Media P Papa E kecrgfiee Place Ceres SS mma mame Miha Bab lerss Dereon l Fp en mg z a_i if bape Fasa r Brimi Lr hdi y FOP Galena _ Eee da rolas r horita es e Cors Creare Seimi Eram A i Wiri Cae Crima E ia Dri er Bane Wi M ee Po Ap H A3 1 3 Bees Ale The i ag ds Hs ar Ci il abl elias Et Tree sl Ob ado Flares A Si Zeta Tr sl j as aj gt
40. MINIS TRA TON FF RA PROGRAM A SA La PROGRAM MARTER ham 4 2 ARAOUA Du RAM COF PRIVATIZATION SUEMISSION MASTER l PRIA TICA MON SUCMIS SIDA Ory 5 1 AGREEMENT REPORTING MASTER te this feedback bo be visible ater schedule approwal res Mo ES m We n E E pe Eres jue Boom ue Ens CQ an Schedule 20004002 Spence EU Program Mane Alberta Energy and Lies Baand Response Lanzen 1001 Adudieaion and Megalotan General The feedback has been saved successfully TRE Ltem deacapnttopn 159 aous PLease Droid mabe Getaita and describes Ehe relatianeahip GE ELS item t iEsm 1001 1 zl le ihia feedback to be visible a er schedule approval E Yes C M Mark Feedback Complete Sme Jd 5 D TT E AT e TT mge ei bene sort Ee Bike rre fees Eisen l tees Garg som 25 PRAIRIE FARM REHABILITATION ADMAISTRATION Fr RA PROGRAM MAST Continue until all comments are added System Setting has an option to delete review comments after the schedule is approved Currently the setting is to keep the comments This will change once a schedule for these records is developed Once the review is completed and all comments are entered press the Mark Feedback Complete button A warning message will appear to verify that the review is really completed Press Mark comments as Complete button if the review is complete Once review comments have been marked as com
41. RMC Secretariat had on this schedule The bottom half of the screen provides the schedule creator with an area to enter any responses or comments they may have for the ARMC Secretariat Response View AD Secretanat Revew Comments Secretarial Schedule Please check into the brief history and pur the events in chronological order arme A report of all the comments made by the ARMC Secretariat can be viewed by clicking on the View All Secretariat Review Comments line at the top of the Response screen This report will include all cycles of ane pi EE comments made by the ARMC Secretariat and the 3 Mack Feedback as completa Save schedule creator Hee w Y The schedule creator should review all the comments and A Geer make appropriate modifications Itis advisable to indicate in the comments field that the changes have been made and if required the rational for making the changes or not making the changes Once the schedule creator has completed the revisions and documented the appropriate comments the schedule creator must close this request Click on the grey Mark feedback as Complete button Respond according to whether to continue with the completion of the feedback Click on the Mark comments as Complete A check mark v will be added to the right of the Secretariat title in the left menu section to indicate the cycle is completed The schedule creator must now do a second request for
42. RO and SPM signatures have been applied to the schedule At this stage the work on the schedule is completed and it is ready for ARMC review and approval The schedule creator can request ARMC Secretariat Review Draft awaiting Approval schedule status will automatically be set to this status once the ARMS Secretariat has completed their review of the schedule and the schedule has met ARMC approval standards Withdrawn status of a schedule that has been withdrawn from further action after the archival appraisal has been completed The schedule creator can set a schedule to the Withdrawn status Approved once the ARMC has no concerns about the schedule it can be approved This status is one of the statuses that the ARMC Chair assigns Pending the ARMC basically has approved the schedule but has minor concerns with one or two items This status can be set by the ARMC Chair Once Schedule Creator has resolved the issues the schedule can be signed off without going to the next ARMC meeting Deferred the ARMC has major concerns about the schedule The ARMC Chair will set a schedule to Deferred based on the addition work required by the schedule creator gt Deferred awaiting Appraisal significant work is required on the schedule and additional work or clarification is required on the Archival Appraisal gt Deferred awaiting Signatures additional work required by the Schedule Creator gt Deferred await
43. S A Ibe Sipoiored TIPA Cu Denter Gdegamg Come i Abel Api TEA Cu Denter Adrada Come i Abel Base ZAC DR Abafi Bestel od Ding Abuda Cote apo occur ae a CN The total number of schedules that meet the search sessile ae SS et criteria will be displayed When a search is done that mmm lists individual items the total displayed will be the total number of schedules not the total number of items EECA SD a Ger n o Ise rer E aa Searching for specific item information will display the item numbers in the search results table Searching on schedule information will display schedule summary information in the search results table Ifyour search criteria is for specific items i e you are search for a specific word in the item title or item description your results will display the number of schedules that match your criteria April 2004 Records Scheduling System RSS User Manual 16 Once you display the results all the schedules and their items will be displayed in a table Both the schedule number and the item numbers are highlighted and can be clicked on If you click on the schedule number the schedule will be added to your left side menu To view the items on the table click on the specific item number A pop up screen will appear displaying the items details Once you are finished viewing the item close the pop up box by clicking on the X on the top right side of the box and click on
44. Schedule Creators have built while creating functional schedules As Schedule Creators build functional schedules they can select existing functions and activities or create new ones If a Schedule Creator creates a new function or activity it is the responsibility of the System Administrator to accept the new information to place it into RSS for future use There are two links on the Function Activity screen for each entry List Items will list all the items that contain the new function activity and the Edit Description allows the System Administrator to change the description Should a new function activity be unacceptable the System Administrator can tell which Schedule s and Item s contain the invalid function activity by using the List Item feature The Show existing functions button will change the panel to show the functions activities that have previously been accepted Just as with new functions activities the List Items and Edit Description links are available for existing functions The System Administrator can change the description of accepted functions activities Organizations System Administrators have the ability to add new organizations to RSS or edit existing organization information To enter a new organization click on the New Organization button in the upper right corner of the panel Complete the necessary information and click the Save button at the bottom of the panel The data fields are as follows O
45. TE SCHEDULE Search function can help find the schedules that Fiata Comparison valua PEENED SER need archival appraisal approvals Polvo Renter enna _ Salus equals equals On the Schedule Search screen for Feedback Request use the drop down menu and select the appropriate Appraisal Approver s name Press the Search button and display all the outstanding schedules that the Appraisal Approver has been asked to review The schedules in the table are listed in reverse numerical order fe triers jt one i Add the schedule to the left menu section by clicking on the highlighted schedule number Bring the schedule into memory by clicking on the schedule number in the left menu section Scroll down to the bottom of the schedule where six blue buttons are visible Purpose Function Brief History Legal Mandate Appraisal Signature and Approval April 2004 Records Scheduling System RSS User Manual 34 Click on the Appraisa button View Schedule Appraisal screen will appear The top of the screen provides summary information on the schedule Scroll down to Appraisal Notes The Appraisal Approver can view the fields Department Purpose Business Function Comments Preservation and Storage The Appraisal Approver can comment on these fields by using the Appraisal Group Notes field The Appraisal group members use his field to communicate comments to each other ta RSS Mioroeo
46. Upland External Documents provides the ability to add the organization chart and external documents to the lowe gen oe sel 2 ZS E ap rs o T lee ug jieunan ege rer CPR A om schedule Two files containing external documents can April 2004 Records Scheduling System RSS User Manual 19 be added Organization Chart field contains the name of the file that contains the organization chart document Other File field contains other documents related to the file such as hardcopy legal opinion annual report etc or a scanned image This is one file and all documents should be in the same format electronic document Appraisal is used by the Provincial Archives of Alberta to document the archival appraisal for the schedule Remember to Save regularly and to use the Back button in the working area not the Browser back button Use the Schedule Actions drop down menu located on the top right hand side of the screen to add items to the schedule Select Create Item Item detail screen will appear Enter required fields The Item Number must be a numeric number The item Title is a required field The Closure Criteria field has been split to provide more flexibility This first field provides a drop down menu for predetermined common criteria eg fiscal year calendar year or superseded or obsolete The second Closure Criteria Note field can be used to enter the appr
47. a praia Schedule SUMS fem 2 Sponsor Go Scheide Actors Program Mane Apel 10 Estar Parade Nola rn ee E EE A Onesite Beotec ion d Offsite Retention d Concurerte Cond ns Final Disposition Destroy D Zens y RECOMMENDED FINAL DISPOSITION DESTROY SCH ATTE ons bres ol records condials of computer pinbeadies althe irafie counts fom beth permanent and portable counters IFerough ul the Proence of Alberta from 1550 to date This formation is purty statistical in nabure relating to numbers of vehicles af canain locations trafic volumes and fuming mowemnents information from fhege courte ve entered ile the lecim dilabase dem 1 3 These recorde hire no archeval value afer rebertion penods are mel and Archos reed nol agure ler j E W A ha Done ELA MAA A Ess Mka F e RE A data entry pop up screen will appear that will be used to enter any comments to the Appraisal Creator or the Appraisal Approver When the comment has been entered for that field click on the Save button The entered comment will be displayed at the top of the pop up screen If required more comments can be entered Click on the C ose button to close the pop up screen An asterisk will be placed beside the appropriate App Group Notes field to indicate that comments have been entered An asterisk will also appear beside the item number on the left side menu This will make it
48. ancal Schad Trerrter Schede Case Schedule Faint Schodula Cancel Existing Schedule Approved Goin History Recon Micdificeticins Flease Select the cancellation type Cancel sperie lems Cancel entre Schedule T Cancel Scheda and supersede mms The SRO will Once the schedule is loaded into memory select from the Schedule Actions drop down menu Cancel Schedule en a Geer April 2004 Records Scheduling System RSS User Manual 57 Cancel Existing Schedule screen will appear There are three types of cancellation transactions gt Cancel specific Items only some of the items on an approved schedule will be cancelled The schedule will remain at the Approved status The SRO has the opportunity to provide superseding information for each cancelled item Cancel the entire schedule The schedule will be cancelled and none of the items will be superseded by another approved schedule Cancel schedule and supersede items The schedule will be cancelled but all or some of the items will be superseded by other items on an approved schedule If there are records stored at the Alberta Records Centre under this schedule a warning message will appear You are canceling a schedule that still has records stored at the Alberta Records Centre RSS Porcsolt inbermet Explorer Zefah A h Fr Hor ke A RI Cancellation Details Schedule Homs Because of this the s
49. arch Maa individuals lala Compariana Value ADVANCED SEARCH Schedule Number contains zl RER Sens egus E Saler zl The archival appraisal is a part of the schedule and Auiher equals Taled Author will never be deleted from the system guals Eae a Feedback Haquestad from elect Liber E So hoe Lesa Gamacho kanker Seed Ongena ahone Program Rame o are Organization equals Search function can help find the schedules that need preguam Porat C Stats ama opge el ee Archival Appraisals for each archivist On the Schedule Search screen for Feedback Request use Ge the drop down menu and select the appropriate ot 3 6 BI pe Et arre JET jue ora archivist name St oa Press the Search button and display the outstanding schedules that the particular individual has been asked to comment on in a table The schedules are listed in reverse numerical order yes A 3 SC Be EN runge One he ch BR Add the schedule to the left menu section by clicking ee or AA a CA on the highlighted schedule number TT mo aE o Aid Program Name vital alislica PSCnBOUIE Lalegory NeW Schedule Type Conlmumg mman Mal Stadice Une Leet ier ANES P corosolt inibem Explorer Bring the first page of the schedule into memory by clicking on the schedule number on the left menu section Etna Scroll do
50. are customized for each User Group 3 schedules can be selected at one time For schedules the sign means there is more information Once the detail information is listed the sign changes to a sign To collapse detailed information press the sign Panel Area top of the screen light blue in colour with dark blue writing information is only displayed when a schedule is in memory selected for viewing otherwise it appears as a light blue banner displays Schedule Number Sponsor Organization and Program Name The Item Number will also be displayed if an item is being viewed in the working area Schedule Action Area April 2004 top right hand corner of the screen in the light blue area drop down action box options in the box are dynamic and depends on the status of the schedule and membership group of user options available are Create Item allows the creation of a new Item Delete Item allows the deletion of an Item Delete Schedule allows the deletion of a schedule before an archival appraisal has been added to the schedule Once the archival appraisal has been added the schedule must be withdrawn Request Feedback used to generate e mail feedback to selected members of the User Groups Withdraw Schedule used to cancel a schedule that has not been approved by the ARMC but has an archival appraisal added If the schedule is draft and an archival appraisal has not been attached th
51. ation to Archival Appraisal Creator Review Schedule Y amendments New Schedule or RSS Archivist amendment Database Draft Archival Appraisal E Mail notification to is completed Archives Manager to review and approve draft appraisal Manager applies signature once i appraisal is validated Review approved Archival Appraisal Schedule Creator Archives Manager Director applies signature once appraisal is validated E Mail notification to Archives Director to review and approve draft appraisal E mail completion notification Archives Director Workflow Archival Appraisal Process April 2004 Records Scheduling System RSS User Manual 4 User Group Signature Group Primary Function Responsibility There are two types of signature users the Senior Records Officer and the Senior Program Manager They both have to provide an electronic signature indicating their approval of the new ot amended schedule Responsible for reviewing the Schedule and providing an electronic signature indicating the schedule meets their requirements Senior Records Officer is responsible for requesting transfers and cancellations of approved schedules Can belong to more than one organization Members include the Department s SRO and Senior Program Manager SPM Can be a member of the Reviewer and Opinion Groups E Mail notification to Senior Program Manager S O Review Schedule an
52. ave a drop down menu of all the ARMC members Je ap o Maree Ir ermch Explorer EA 83 3 D sen tests UE la Request FAME Hima for hh schedule oy aa Sne D on the menu For each ARMC member select the correct title wait for the screen to refresh and press the ADD button to the right of the member s name Note The title selected will be added to the To table aa E b sse l PD sean E D re orar J tzege Tei mee Rey om Ensure the title and e mail address match If they do not remove the individual with the wrong title and add them again with the correct title Use the Remove button on each selected individual if they are em Eent bes no longer required See s a Additional Notes will be added to the e mail message that is sent Additional information regarding the schedule approval can be communicated in this field Additignal Notes Flease approve this schedule 2 El Send button will send the request message to the ARMC af SI members A message will appear indicating that the action Sim ge fess m Sp s sm Raves oe was successful Under the schedule number in the left menu section a will now be in front of ARMC Review A line with the appropriate title will be added for each ARMC member that was selected April 2004 Records Scheduling System RSS User Manual 43 Under Schedule Actions select Audit Trail to see activity to date Ac
53. be on the selected item Press the Add button Continue this process until all required items are selected Select the sections of the report There are six sections gt Schedule Administration prints the related schedules cancelled and replaced schedules amendment history cancellation history and transfer history Schedule Approvals print the departmental and ARMC approval information Opinions prints the opinion information Appraisal Information prints the archival appraisal information If the archival appraisal report in not completed it will be greyed out and cannot be selected The system will verify that the user and schedule status permit the printing of this information Program Service Information prints the brief history purpose function and legal mandate gt Comments print the comments entered in the comments field The item information will print as a default for the sections requested At least one item has to be selected along with the above sections Press Vzew Report The report will be displayed on the screen If some of the changes do not appear 55 Micrssolt Internet Esplorer Hi RER ee Ger Bo Schedule Report Please select the Eems you wish to epoi on ei LIMB Chaga Cinesi Lint LTA a Sheds Paleo amp Hel Pani He ee E Add Add Al Pomo FirmoveAll__ F Schedole Adrunistration E Schedule Approvals E Opauoss Ap
54. be sent to the ARMC Secretary regarding the cancellation The request for cancellation transaction is recorded in the Audit History table The ARMC Secretary will Once the schedule is loaded into memory review the cancellation request to ensure the cancellation of this schedule is appropriate The ARMC Secretary should direct any questions to the SRO To process the cancellation from the Schedule Actions button select Cancel Schedule April 2004 Records Scheduling System RSS User Manual 58 April 2004 Cancel Existing Schedule screen will appear Summary schedule information will be displayed and will also indicate the name of the SRO who requested the cancellation and the date and time the cancellation was made The Secretary will select the appropriate button indicating if the cancellation is to proceed If No is selected click on the Process Cancellation grey button the cancellation will not proceed A message will appear stating the cancellation has been revoked The schedule status will be changed back to Approved The transaction will be recorded in the Audit History table indicating that the schedule status was changed back to approved If Yesis selected click on the Process Cancellation grey button the cancellation will proceed A message will appear stating the cancellation has been successful The schedule status has been changed to Cancelled The transaction w
55. ber Enter comments At the bottom of the entry box is a question Is this feedback to be visible after schedule approval Select Yes or No NOTE All comments are viewable until the schedule is approved ARMC decision on Legal Opinions Read only access to legal opinions in RSS will be available to all those within OS who have a role in records schedule creation and approval The ARMC s legal advisor has noted that this could present some risk to solicitor client privilege but providing broader access has advantages Doa Save before moving to another item or back to the schedule By not doing a save the information entered on the previous screen will be lost The reviewer can jump between the schedule and the response area by clicking on the schedule number or the Review individual on the left menu section April 2004 Records Scheduling System RSS User Manual gt Porosolt Enbermet Explorer Y q alaja ET QD A eech tree Herr by AR ees E ee esca timpbest gor ab calres ines spei 0d gt hedeaderican tesdbeciiten bbreq 1 Eege sl ea eo jue rie Et Views Favorites Tock Hai Schedule 20010133 Decegee AL Prograen Name AGROFORESTRY PROGRAMS Response Weel Eo 2001133 Schedule 2001 01 33 1 FARMSTEAD PROGRAM CASE FILES MASTER 2 FARMSTEAD PROGRAM CASE FILES COPY dd PRAIRIE FARM REBAR TA TONADMINES TRA MON PABA COPY J PRAIRIE FARM REHABILITATION AD
56. d amendments New Schedule or new RSS als a Pr gram Manager les signature dll Database dee ia is Jo validated Cy Review Schedule and amendments Review validated schedule Applies signature once schedule Schedule Creator is validated SRO E Mail notification to SRO E Mail completion notification Workflow Organization Approval Process April 2004 Records Scheduling System RSS User Manual 5 User Group Secretariat Group ARMC Secretariat Review Primary Function Responsibility The Secretariat of the ARMC reviews the new or amended schedules to ensure there are no concerns with them The Secretariat also verifies that all ARMC approval standards have been followed Responsible for reviewing completed draft schedules submitted electronically by the Schedule Creator Resulting action can be return to Schedule Creator for further work or forward to ARMC for approval consideration Group members are Information Management Branch staff Government Services E Mail notification to Secretariat Schedule Creator notifies the Secretariat that the schedule is ready for review and approval RSS Database ph Review schedule Checks for questions comments lt _ _ from the Secretariat Secretariat Enter oe comments regarding the D th h le meet th Creator schedule deficiencies oes the schedule meet the
57. dd Criteria button and each A request is joined by an appropriate AND or OR connector 1 ie titers ae bara star CE ke Gren g je Ejes Puse AA eee The brackets are used to group search criteria together within a larger search For example searching for all the Learning schedules that are directly related to deaf or visually impaired students Organization Code Contains LR AND Program Name Contains deaf OR Program Name Contains impair Press the Search button to initiate the database search When doing a Schedule Status search all active schedules except those with a status of New Draft will be listed Schedules with a status of Expired and Cancelled will not be displayed To retrieve all schedules that meet the search criteria regardless of status use the AZV Statuses search option The only exceptions are those schedules with a status of New Draft If two conditions are being compared using the OR logic brackets are required around the entire WW IN be esoe A Frgtezt aere a aide p hr shenda sche hiere statement For example searching for grants in ee either the program history or purpose function fields would enter as Brief History contains grants OR Program Purpose contains grants Uf brackets are not placed around the entire statement a SQL timeout error will RSS r selt internet Explorer MATES pra rr hava TAPA EL Eitan Aigi Fergin Api TEA Cu Sane E
58. ding broader access has advantages Doa Save before moving to another item or back to the schedule By not doing a save the information entered on the previous screen will be lost The user can jump between the schedule and the response area by clicking on the schedule number ot the Opinion title on the left menu section Continue until all comments are added Once the opinion is completed and all comments are entered press the Mark Feedback Complete button A warning message will appear to verify that the review is really completed Press Mark comments as Complete button if the opinion is complete Once the opinion has been marked as completed the user will not be able to enter any more comments If further comments are required the Schedule Creator will have to invite the user to comment again Press Return to Comments button if more comments are needed The user will return back to the response screen A check mark v will be added to the right of the user s title in the left menu section to indicate the opinion is completed An e mail notification will automatically be sent to the Schedule Creator informing them the review is completed The Opinion comments will stay with the schedule permanently When an amendment is created the Opinion comments will be copied to the new amended version of the schedule April 2004 Records Scheduling System RSS User Manual 28 View Opinions by All Groups Select the sc
59. dules must be placed on the ARMC agenda The ARMC Secretary will also determine which schedules do not have to be discussed at an ARMC meeting and can be approved immediately See section Approve Schedules Fach ARMC Member will be responsible for bringing a copy of all schedules listed on the agenda for discussion at the ARMC meeting The schedule numbers will be placed on the agenda but a copy of the schedule will not be in the ARMC package Atthe ARMC meeting the ARMC Secretary will document any questions and or comments the ARMC members have for each schedule After the meeting the schedule s status will be changed ARMC members will discuss the schedule and if all questions or concerns have been resolved the schedule will be approved See section Approve Schedules Schedules with minor concerns can be approved pending clarification See section Approve Schedules Pending Clarification Schedules that have major concerns will be deferred See section Defer Schedules April 2004 Records Scheduling System RSS User Manual 45 Approve Schedules Only the Chair of the ARMC can approve a schedule electronically in RSS This process is the same as with the paper version of a schedule The ARMC Secretary will notify the ARMC Chair of schedules that do not need to be brought forward to an ARMC meeting for discussion and can be approved The ARMC Chair will From the ARMC Summary screen select and add
60. e 26 D Fe rs Pres gece J is ze This process is used to request the transfer of an entire approved schedule or portions of an approved schedule to a different organization If only some items of an approved schedule are to be transferred the system will copy the schedule information transfer the identified items and assign a new schedule number The original schedule will retain the same schedule number schedule information and will contain the remaining items The transferred items will be removed from the original schedule April 2004 Records Scheduling System RSS User Manual 54 Once the request has been completed it will be forwarded to the Secretary of the ARMC for approval Once approved the transfer will be completed automatically and the user will be notified via email If the request is declined the transfer will be cancelled and the user will be notified by email Only the Senior Records Officer SRO has the feature to request the transfer of approved schedules from one organization to another Sick 2 OA 3 ech teste Ate Ze AR Schedule Actions IG angal cha cule Te e view Schedule Eet Schade Creation Cite 11152000 353937 PM Berg Forward Date HA Puntticad Schedde Hon Finctonal Schedule Progr Terace Senora Acetery Council lor Aberia Schedule Calegory Heer Schedule Type Dag Tine eae Drasion Senior Atezesg Council for Abaria Une Senior
61. e information entered being lost The Secretary will notify the Chair of the ARMC that the status of the schedule can be changed to Pending The ARMC Chair will From the ARMC Summary screen select and add the schedule to the left menu section by clicking on the highlighted schedule number Only three schedules can be placed in the menu at one time Bong the schedule into memory by clicking on the schedule number on the left menu section At the bottom of the schedule display screen there are 6 blue buttons one of them being Approval Select this button The Schedule Approval Process screen will appear There are four schedule statuses listed Draft Awaiting Approval Approved Deferred and Pending Select Pending by highlighting the selection and press the grey Process Schedule button The system will display a message stating that the process is complete The schedule status has been changed to Pending The approval transaction will be added to the Audit History indicating that the ARMC Chair has changed the schedule status RSS Microsoft Intranet Explorer ATENTA Schedule Approval Process Schedule E 1997036 4007 h Han ee Sat ev An e mail notification will be sent to the Schedule Creator indicating that the ARMC review has been completed Sponsor Goverrenent Eerices Schedule Status Program Name Consumer Deti Repayment The Schedule Creator will co R
62. e DD EC successfully A record of this transaction will be added to the Audit History table The transfer information will also print on the schedule report To declines the transfer click on the blue Dechned button An e mail notification will be sent to the SRO informing them that the transfer was declined Cancel a Schedule There are two methods for canceling a schedule automated and manually A schedule will automatically be canceled when it is superseded by a new schedule This cancellation will occur when a draft schedule is approved When a new schedule is created or amended the Schedule Creator will enter in the Related Schedules area and all schedules that will be superseded once this schedule is approved If there are specific items that will be superseded the Items to be Cancelled portion of each item on the new schedule should be completed linking the new items to the old items See Creating a new Schedule Once the new schedule is approved RSS will automatically cancel all superseded schedules listed in the Related Schedules area The status for these schedules will be changed to Canceled seve 2 OA Al ee eem Omer Sr AR The Senior Records Officer SRO can manually mene E oe request the cancellation of an approved schedule The SRO is the only individual with this option The SRO and the approved schedule to be canceled must belong to the same organization
63. e Delete Schedule option can be used to delete the schedule Create Amendment used to create an amendment to an existing approved schedule The assigned amendment number is the original schedule number plus a A followed by sequential number such as A001 if it is the first amendment Cancel Schedule used to cancel an approved schedule Transfer Schedule allows the transfer of an approved schedule in the event of a government reorganization or the transfer of a program to another organization Print Schedule used to print the schedule and all the items The archival appraisal will not be printed Records Scheduling System RSS User Manual 9 Close Schedule used to close and release a schedule from memory A user can only have 3 schedules opened at one time If the user would like to view a 4 schedule they will have to close one of the 3 already opened Schedules are locked when opened To release a schedule the user must close the schedule or logout of the system Audit History used to view the chronological history of changes made to a schedule List is in reverse date order Item Modification used to view the history of changes made to items Move Item used to rearrange item numbers within a draft schedule Working Area April 2004 displays the selected schedule information blue buttons with yellow writing are additional areas where information can be entered Back button us
64. e and the response area click on the schedule number or the Szgnature title on the left menu section Sg Continue until all comments are added Once the comments are completed press the Mark Feedback Complete button A warning message will appear to verify that the comments are really completed There are two options April 2004 Records Scheduling System RSS User Manual 38 gt Press Mark comments as Complete button if the comments are complete Once marked as completed the user will not be able to enter any more comments If further comments are required the Schedule Creator will have to invite the user to comment again gt Press Return to Comments button if more comments are needed The user will return back to the response screen A check mark y will be added to the right of the user s title in the left menu section to indicate the comments are completed The Schedule Creator will receive an e mail notification informing them request has been completed The SRO has the ability to note a disagreement within the system on the final disposition of any item if they do not agree with the Provincial Archives This function is only available to the SRO On the zew Item screen a second Final Disposition field is available for the SRO to select from the drop down menu which final disposition they would prefer for this item The final disposition value selected by the Provincial Archives cannot be changed
65. e functions created in the system by organization or for the all the organizations Status Update Report provides a listing of the schedules by status ARMC Schedules provides a list of schedules that were processed by ARMC within a specific date fange Statistics Report summary of schedule statuses for a specific organization within a selected date range The date range can be based on the creation date or the schedule approval date Organization Listing list of organizations in the system Activity Listing listing of the activities created in the system by organizations Functional Schedule Map used for functional schedules This report will list all the disposition classes descriptions April 2004 Records Scheduling System RSS User Manual 60 Administration Functions There are different system utilities for the departmental administrators and the system administrator Departmental Administrators EL Pcrosolt inberret Explorer J Aries User Maintenance ability to add and update users seme 00 Ares trots iter sr a R i areas E hito esa srimobest gov ab calresfindex sep thdr headerbeon sched_searchied iter co Juge Ids Fie Edt we Fa Tock Ho i Unlock Schedule ability to provide access to a schedule Once selecting this option enter the schedule number The system will display the Schedule Search CREATE SEMEDODE Field Comparison Vantaa ADVANCED SEARCH
66. e the back button on the screen not the Back button on the Web browser You could lose information by using the wrong button Always look at the screen and if there is a Back button use it If a Back button does not exist on the working area use the options on the left side menu section Some of the confirmation screens do not have a Back button you can then web browser back button Records Scheduling System RSS User Manual 10 Ee Back Fantand User ARMC SS Login 1416 2001 10 42 21 An E Reviews Opinions Appraisals M signatures pal R du E H di Hu C n Hem 2 A r e a Administration April 2004 e RSS Microsoft Internet Explorer Eile Edit Miew Favorites Tools Help Address el poro imptest gow ab Gairszipndex asp ode 200 101 1Gbdrzschedbeadertecrmsvieuzchedulef temeD orpe GL HED Sact 28slot 18stat H T Panel Area S Search Favontes History A Stop Refresh Home Dr g Fr 2 9 futail Print Edit Messenger Real oo Ge Links hedul Schedule 2001 01 1 Sponsor GM Gef due Actions gt WW edule Program Name Community Facility Enhancement Program FER a ea View Schedule Schedule Status Approves Creation Date 11 13 2000 3 48 11 PM Bring Forward Date N A Functional Schedule Non Functional Schedule Program Semice Community Facility Enhancement Program FEH schedule Category Mew schedule Type Continuing Working Area Division Lottery Funding Program
67. ed ARMC Secretary ie Schedule is Deferred or Pending ARMC Meeting Workflow Schedule Approval Process April 2004 Records Scheduling System RSS User Manual 7 Other RSS Users Groups Viewers Group People who can view schedules Default will display approved schedules only Cannot be a member of any other Group Department Administrators appointed by SRO responsible for creating and maintaining departmental users within the RSS can unlock schedules transfer draft schedules between Schedule Creators responsible for departmental training cannot be a member of any other group System Administrators Responsible for creating Departmental Administrators creating and updating Organization Codes and descriptions maintaining the Role Titles Titles are the names given to various positions within each group maintaining RSS system setting files data management m System Administrators are Linda Borys phone 427 3927 e mail address Linda botys gov ab ca and Marilyne Gamache phone 427 3948 e mail address marilyne gamache Wgov ab ca April 2004 Records Scheduling System RSS User Manual 3 System Screen Layout Menu Area See Figure 10 Left menu section of the screen dark blue in colour with yellow white letters Options available are Search selected Schedules for viewing Reports Administration and System Utilities Options
68. eded by this new item There is no limit as to the number of entries that can be entered The old schedule number must be entered in the Related Schedules field as a related schedule or a schedule that is superseded by this new schedule Once the new schedule is approved the old schedule will be cancelled and all items will be cancelled IRIS will update its storage records to reflect the new schedule and item numbers This is an automatic process that will be run on a regular basis gt The second option is where the new schedule supersedes older previously approved schedules but the inactive records stored at the Alberta Records Centre will continue to follow the items ES Schedele Agony e Schedele 200 4008 Sponsor Program Mame Aer 14 Program Reme on the old schedule until they have gone eS Oo a Alten Gees Genre So le S Se address E dee cds IA Re ule ene wines CHE o 3 through final disposition The older o DEE Geen Ss previously approved schedule number must be entered in the Related Schedules field as a schedule that is superseded by this new schedule Once the new schedule is approved the old schedule status will be changed to Expired The items with records stored will remain active External Files currently on file Organizational Document 2004008 OC pf Other Document External Files to be uploaded Organizational IR y Charl Bowe ther Fillo T Ven D ma DoarumpntchPesvptenpg Schedule Powar Process
69. ering a schedule and item number combination press the Add button Continuing adding combinations until completed If a combination has been entered in error press the Remove button beside the combination and the line will be eliminated Records Scheduling System RSS User Manual yess sent pilre Laetdoeer j E 2 mu D 12 2 rn rote fer he Ch E cbkezg E stg levees A te zz Fe Be eben Beie rescht fer of gl ere Pie Et View Favorites Tooke Help al een une 28 Schedule 20008 fem 1 Sponsor GS Prograen Mame Aged 14 Program Review Schedule Actions A tem Relationships Any erop entered on thes eem wall bo cancelled once this schedule is approved schedula 19914020 eo 4 Posse of iiir NEE 12 ME Le i 1 EMERGY CL IICA TIA FROM CIE HERNE ee Pipar Bafina A HS es A TI Oiler pistas 2 E E E an Fire ms Puerta Epoca Jess mero SPS Term 20 gt Once all combinations have been entered click on the item number on the left menu section and the item screen will appear Alternatively the GO button can be used Press the Save button once the data entry for the item is completed The system will display a message indicating that the save was completed successfully The item number will be added to on the left menu section under the specific schedule Continue entering items as required Delete Itemis a menu option under Schedule
70. es provide feedback develop approve archival appraisals or approve schedules aw A e Mar A E E re tes J ng Eps e oo Jaen Renae If the user Id was used to perform any of the above mentioned functions the Id cannot be deleted The User Id will have to be disabled To discontinue the use of a User Id use the Disabled field to indicate the Id is not active Each Id is assigned a sequential number used by the system to track each user The system will remember the last User Id used and place it in the Login ID field Enter the password and click on the login button The system will time out after 45 minutes of inactivity and the user will need to login again User Id and password are not case sensitive Search This is the first screen that appears after logging into the system for all user groups Search function is used to find specific schedules according to a selected search criteria If no value is entered all active schedules except those with a status of New Draft will be listed 1 1 1 RSS r selt dere Explorer Aries Schedules with a status of Expired and Cancelled will A not be displayed Fekkes beth evr vimpbest ger ca ae p hr shendet ahire A new option has been added to the drop down menu AV Statuses will extract all schedules regardless of schedule status that meet the search criteria The only exceptions are schedules with a status of New Draft Schedule
71. es SCHEER 005 Acknowledgement 05 06 07 comment field is provided for the Secretary to enter any details These comments will be added to the e mail notification that is sent to the SRO at the end of this process indicating if the transfer was successful or not inter a SS Gite Mesure lo pen JESS Paes rete EGE anew Records Scheduling System RSS User Manual 56 To acknowledge the transfer click on the blue Acknowledged button The system will process the transfer and indicate that the transfer was completed successfully The new schedule number will be displayed if the transfer was for some of the items on a schedule The schedule information including the EES 3 A oe LA A A LO ll ER archival appraisal will be copied into the new base E RH len Dien ge lar db E gt E schedule along with the identified items The gg smo nie y items numbers will remain the same The GAEREN 2l transferred items on the original schedule will IA Doris o O Dens MA be removed Ve Geet a rica tt geet EEN If the entire schedule is being transferred the a ernment SR SR SU Conas Taser tenga schedule number will remain the same The eg eme mom me Dae system will change the organization code for Sree am san AFMC Rom ARM S047 Commas OF nt the existing schedule Lan J rar aaa a s An e mail notification will be sent to the SRO Ss ro zu ofl informing them the transfer was completed 2eb r
72. esubmit the schedule for approval by the ARMC See section Request ARMC Secretariat Review by Schedule Creator above Create an Amendment to an Approved Schedule There are three types of amendments Minor amendments which include changes to the such as changes to date ranges reallocation of retention periods without increasing the overall retention period minor changes to the brief history purpose or legal mandate fields Major amendments that require an archival appraisal for such as adding a new item changing the final disposition of an item and making significant changes to the item description Major amendments that do not require an archival appraisal for changes such as increases and or decreases in total retention periods closure criteria and major changes to items A Schedule Creator can create an amendment for an approved schedule providing the Schedule Creator belongs to the same organization as the approved schedule After selecting the schedule and bringing the schedule into memory the Schedule Creator will under Schedule Actions select Create Amendment April 2004 Records Scheduling System RSS User Manual 49 The Create Amendment screen will appear e DU mierci Internet Laparer E 185 Select the appropriate Amendment Type Minor ot A A Le Fle dk Vee Prie Took Heb Schedule 19580006 ponor OU Progam Marek 04 Collections Cu Can Publi Brcesg Major Sule Abari e
73. eview the concerns in the Comments field Make appropriate changes or provide explanations as required ner ans mue TAHI em 168i EG Einbes 4 Ejeren Lee P Notify the Secretary that the changes and explanations have been completed as required See Request ARMC Secretariat Review by Schedule Creator April 2004 Records Scheduling System RSS User Manual 47 The Secretary will review the changes made by the Schedule Creator and if all concerns have been addressed will ask the ARMC Chair to approve the schedule See section Approved Schedule Ir all the concerns have not been addressed satisfactorily the Secretary will repeat the above process If Secretary feels that the changes and or explanations have raised more concerns the Secretary may decide to bring the schedule back before the ARMC The Secretary will document the new concerns in the Comments data entry screen and notify the schedule creator The schedule creator will try to address the concerns and will send a notification to ARMC Secretary for approval processing The ARMC Chair will be notified to change the status of the schedule to Deferred See Defer Schedules Defer Schedules The ARMC will defer a schedule if they have major concerns with the schedule The ARMC Secretary will convey these concerns to the Schedule Creator The ARMC Secretary will retrieve the schedule From the ARMC Summary screen select
74. f the options listed below Ifthe user wants to provide comments Click on the beside Szgnatures on the schedule number in the left menu section Listed under Signatures are the titles selected by the Schedule Creator either Dept Manger or SRO Select the appropriate one Response Screen will appear and has an area to provide comments The drop down menu provides an opportunity to comment on the entire schedule or on specific items Select the schedule or an item number Enter comments ota gt GD 2 ler Sliepen hy A RM LAR AAA BYASS Microsolt Internet Explorer l E ala bie AR EE E E TE TN m Schedule DMAE Sponsor GS Schedde Actons T Prograen Nane Aped 10 Ester Parade Response Hpzppnnsp ho Schedule 004005 View pr ne r znongez cocds OTE cima Op this Behl ter le hus feedback to be naible afer schedule approval O Yes Ho Mark Feedback Complete Save e kere Bite ups n eng J erneg Je roe QUES z n Doa Save before moving to another item or moving back to the schedule If you do not save the information entered on the previous screen will be lost As screens are saved an option of having comments viewable after the schedule is approved is available Answer Yes or No This option goes into effect after the schedule is approved All comments are viewable until the schedule is approved To move between the schedul
75. g o Tee Ee 22 option is available for all user groups regardless of the schedule status Editing a Draft Schedule Address Feit Iren rmptest gos ab cah sirde E fu headeriecn eched_searchiterme 0 Ps C ven Powrtes Teos mp Only individuals who created a schedule can make changes to it Schedule Search Field Comparison Value Schedule Humber cora Schedule with a status of New Draft will not appear on EE z the normal Search list Funcional Feedback Requested hr Program Name comans Organisation equals On the Search screen put the Schedule Creator s name in the Author field using the drop down menu 1 E Press the Search button and display all schedules that AA AA belong to the Schedule Creator All schedules belonging to the selected Schedule Creator will appear in the search results table Schedules are listed in reverse a ranen aha eek Algen lFovortes History be A BA numerical order so that current ones are listed first arras W I lee ET EE 25 ch te Pe Edi Ven Freet Took Hai Schedule 20011076 Sponsor Schedule Achoris zl Program Name Alberta Communication Centre for Educalional Sericas A Syabeme ACCESS Edit Schedule Sehedule Status Pretreinnny Deen PI matan Daie 11015 3000 3 52 13 PM Add the schedule to the left menu section by clicking on the highlighted schedule number in
76. g System RSS User Manual 55 The third step allows the SRO to select the items that are to be transferred EE the grey Add All button will select all the items to be transferred to the new organization To select only specific items click on the item number to be transferred Once the screen has refreshed click on the grey Add button Items to be transferred will be listed in a table at the bottom of the screen Use the grey Remove button to remove any items that were selected in error The Comments field should be used to document the details for this transfer and what event required this schedule transfer These comments will be added to the COMMENTS field on the first page of the schedule and will serve as an audit trail of where this schedule have moved e DCH Microsolt internet Daphne es O A di seh Spee Ges gt a Be O tas Hip fan np ZC ab taria Apr Dr i VA ds Ple T viw Pasos ob m Echale 16005 Sporar CU l Pregram Hime Sener Admon Counti Er Alberta Request Schedule Transfer Step 3 of 3 Select the dems do brasgia and add them to the lower grid display Schedule a Fo gn Sanders Adaztes Coursi fu Meena En DR AEE ELA EFEGRSEbR 1 Ac AE REGGADE Struk INT Hri TORAL bi AMC aed Tan HEHDEAL CANT LA ASS TAC SCO i ana in ARA A e e EE A E Add adasa Forca F ul Ho hems Selected Se a Eiter J her pe Jess za ETES aam l E y lge S geeg
77. has may have already been addressed in the Secretariat review To enter comments once the review has been completed the ARMC member will chick on their name in the ARMC Review list on the left menu section Any concerns will be documented in the Comments e bat type cesto ahora rr redacta ee A section iewer Liar 28 2003 ans zl Response Screen will appear with two comment peream fields The first one lists all the comments Re eener eege kin KK Eeer already provided by ARMC members The second field provides an area for the ARMC member to enter comments Enter comments in the second field EE l Mork Feedback Sea as 0 a DO Eres joo l tze zm as fs Sea aves Under the comment box is a question Does this schedule need to be discussed at an ARMC meeting If there are no concerns or questions select NO to the question The schedule can be approved outside of an ARMC meeting If there are concerns or questions select YES to the question The schedule will be discussed at the next ARMC meeting Once you have finished entering all the review comments press the Mark Feedback Complete button located at the bottom of the screen A warning message will appear to verify that the review is completed April 2004 Records Scheduling System RSS User Manual 44 Press Mark comments as Complete button if you are completed with the review comments on the schedules If you want to go bac
78. hedule through the Search function Add schedule to left menu section RSS Picroeolt internet Explorer E A TES S 9 17 2 Ah Fri Herr 2 A Eel BE en Address Eire mps por ab cel ss findes apd 001 Ol ode i echedheacericon enal_easiter hreg L O KH Lika Pie Edt vee Fronts Took He R Schedule Actor z l EEEE CS l Schedule 2001005 Prograen Marve Land Takes Read Current Feedback Schedule 2001020 Request Date 0118 2002 2 41 37 PM ddressee FOF Opinio Capacity FOR Click on the schedule number and on the beside Opinions Schedule A PO navi was requested for items 04 1 and 11 Last Mody tingang The check marks v beside the titles under Opznzons indicate that the comments are completed tem 01 1 Land Titles General The land ies infoniation may contain some personal information on individuals and also business infomation for corporaticns concur that secbons 15 and 16 should De quoted inthe FOF Reference porton of us tem E Click on one of the opinion titles Lasi Moddy HARZ tem 11 2 Tax Arrears H s The system will display for each opinion provider 16 0 10 Ereni Queres Seen ss BE an their name capacity request dates requested and completed and comments on the schedule and items The opinions will also be printed on the schedule report Archival Appraisal Request Archival Appraisal by Schedule Creator An archival appraisal m
79. heir electronic signature to the schedule Schedule status must be Draft awaiting Signatures This status occurs once the Archival Appraisal is completed and approved by the Appraisal Approver To provide departmental approval the Schedule Creator has to invite individuals to sign the schedule RSS Microeolt Internet Explorer all o Sek D AY seach Grana Serr y GA M E To invite signatures from the Schedule Actions drop meeega EE dos mer Fie gdt en Treier Took men WE Schedule 2004005 Sponsor GS Schedule Achora zl Progr Hane Apel 10 Estier Parade Request Feedback T down menu select Reguest Feedback On the next screen from Select Selection choose Signatures The Display as field provides two titles Dept Managerand EE SRO Select the appropriate choice ES Eppatuer d Huqued d bor this scheduba All Signaturas Gaur Syste Display as Dept Manmqer zl on tha manu SAG Snkert RSS will list the individuals that are in the Signature Ee FS EE EE Group within the same organization as the Schedule gij eres tate Creator To see all the individuals in the Signature Group press the button titled AX Szenatures within fd itznpai Meta System A complete list will be displayed in the Select 4 _ A box Seel E E pe Eieren Moone TRE sein os For each individual select the appropriate title and press the Add button to the right of the individual s name
80. ill be changed to eliminate any reference to this deleted item Selecting No goes back to the list of items To go back to the schedule click on the schedule number on the left menu section The Audit History option under Schedule Actions provides information about the actions that were made to the schedule It records transactions related to schedule creation item creation changes to schedule status cancellations transfers requests for feedback and completion of feedback comments Printing a Schedule RSS Microcell dere Explorer j all ATENEO Friess E htp rer rimobest gov al cofrades aspisin audk_Historybid 2001 1004 4001 lehdr schedirsader G He Edt Wee Fries Took Halo Audit History Schedule 2001 004 4001 i Action Alcor Addoevee Hotes em Aug 8 2001 Saction Signatures Feedback Requested Tod Shepherd Tala Dept Bee Sechon Appraigals Vank Feedback Requested Ted Shephard Tae PAA Feedback Completed aset He E en EPM l Jul 10 2001 Jul 10 3001 Sachon ARME Heupe Tile Seh D Saction ARAM Amire Tais b s a wn PA Feedback Requested Ted Shepherd Feedback Requested Ted Shepherd To print a schedule the schedule must be loaded into memory first Press the Search button and display the schedules Schedules are listed in reverse numerical order current schedules are listed first Add the specific schedule
81. ill be recorded in the Audit History table indicating that the schedule status was been changed to cancelled Spellchecker The spell checking routine is available on five data fields Legal Mandate Brief History Purpose Functions Item Description and Item Appraisal The Spell Check function is one of the options available on these five data fields and will be listed on the bottom right side of the text box for each field Be sure to do a Save before running the spell checker routine Click on the blue function Spell Check The Spell Check routine will appear in a pop up box If there are no spelling errors in the text the spell checker will display a message saying no more spelling errors Click on the Accept or Cancel option to go back to the schedule The Accept option will have to be clicked twice See below for option explanation Words with questionable spelling will be highlighted in red Several options are available Ignore Ignore All provides the option to accept the spelling of a word as entered without making any changes Add to Dictionary provides the ability to add the word to the dictionaty This installation of Spell Checker is new and RSS Micrcsolt internet Explorer ol B20 Exch O 7 231 seach F Herr gt A EX tenes Ades BN http ere wimpbest gen ab calresjindas aap t Died heee Eer Ze pen Bergen GEMA z Po Md z Fie EE viem Fyraa Tock Hai zarna Schedule 2
82. individual and a message will appear indicating that the action was successful On the left menu section under the schedule number there will be a in front of Opznzons A line will be added for each opinion request that was sent Note The titles field is used to indicate the types of opinions requested and in the Audit Trai title is used to identify individuals Under Schedule Actions select Audit Trail to see activity to date Activity is in reverse date order however it is in chronological time order Complete Opinions by Opinion Group Only individuals who have been invited can provide e an opinion using the system A A ee ER Pi se L berg ewes rimptest qor ab caries aap ther headerieoresched_ssanchied iten 0 Pie Ed Wee Famien Took Help Search function can help find the schedules that need comments On the Schedule Search screen for Feedback Request use the drop down menu and select the appropriate name Press the Search button and display all outstanding schedules that the particular individual has been asked to comment on The schedules are listed in reverse numerical order Schedule Search CREATE SEMEDODE A Fiala Compatrisngn Valua Add the schedule to the left menu section by gh terre har Done r clicking on the highlighted schedule number cl 68 Ei p e brea aerae gien t RULE sam Bring the schedule into memory by clicking on the left menu section Click on the schedu
83. ing Secretariat Review automatically set once the departmental signatures have been added to the schedule gt Deferred awaiting Approval automatically set to this status once the ARMS Secretariat has completed their review of the schedule Wait for Cancel status of a schedule waiting for ARMC approval to be cancelled The cancellation request is made by the appropriate SRO Cancelled status of a schedule that is no longer required Expired schedule is marked for cancellation but there are still some records in the inactive storage locations where the final disposition has not been carried out Once final disposition has occurred the schedule can be cancelled April 2004 Records Scheduling System RSS User Manual 12 Action Schedule Status Schedule Creator creates New Draft a new schedule and works at refining the contents Changing Schedule Status a gt Schedule Creator changes the Schedule Creator requests ae feedback from the Review Preliminary Draft Group and from the Opinion Group status to Preliminary Draft e Es Schedule Creator changes the Schedule Creator requests Draft awaiting Appraisal Archival Appraisal status to Draft awaiting Appraisal a RSS poe status to Draft awaiting Schedule Creator requests signatures from the Senior Draft awaiting Signatures Records Officer and the Se
84. ing Signatures Draft awaiting Secretariat Review Draft awaiting Approval Pending and Deferred The Departmental Administrator can only transfer draft schedules created for their organization The Transfer Schedules option is listed under System Utils on the left menu section April 2004 Records Scheduling System RSS User Manual 53 Reason tor Smendirera zj la 1 1 e trian Ms E Fe Dirt 1 nnen ss a ass mc a ol na After clicking on Transfer Schedules the Transfer Schedules Assign new creator screen will appear The Department Administrator can transfer one draft schedule to a new owner or all the draft schedules from one schedule creator to a new schedule creator To transfer one draft schedule Enter the schedule number and press the blue Search button The system will display the summary schedule information and provide a drop down menu to select the schedule creator who is to become the new owner of the schedule Once the new schedule creator has been selected press the Transfer Selected Schedules button The system will produce a message stating the ETT e AA 2 8 A Herr TT E den Uu gt Fla t wes Favorites Tas Hip e o o 8 11 PH Transfer Schedules Assign new creator Schedule Mo or Creator Gan KH IT SERN Currant Creator Ted Shepherd ametz Child Hear Borat pc eet pe ct A3 3 Herr Creator Tromp eght 1451 El El la Dene Bp terrace AAA ton Rs
85. inor amendments do not require the Senior Program Manager s signature The schedule creator will then seek schedule approval from the Secretary of the ARMC For the amended schedule click on the Schedule Action drop down menu Select Reguest Feedback Select ARMC Review The title should match the name of the ARMC Secretary From the table select the appropriate e mail address Enter any additional comments as required Click on Send Request The Secretary of the ARMC will review the amendment request and Approve the amendment The system will automatically cancel the previously approved schedule The status of the amended schedule will be changed to Approved or April 2004 Records Scheduling System RSS User Manual 51 Defer the amendment The Secretary may have some concerns that will be documented to the schedule creator in the COMMENTS field The schedule creator will provide the addition information and resubmit the schedule for approval For further information on processing a deferred schedule see section ARMC Review and Approval Defer Schedules An e mail notification will automatically be sent to the Schedule Creator informing them that the Secretary s action is completed The Schedule Creator should view the amended schedule to determine the schedule status Major Amendments Requiring an Archival Appraisal The status of the amended draft schedule will be Prekminary Draft All information f
86. ions select Audit Trail to see activity to date Activity is in reverse date order however it is in chronological time order Schedule Review by ARMC Secretariat Once the ARMC Secretariat has been notified that a schedule is awaiting review and approval they will review the schedule and determine if the schedule meets the established ARMC approval standards If there are any concerns the schedule will be sent back to the schedule creator for correction This cycle can be repeated as many times as required EL Micrasnft Internet Caplorer E Herk GR 2 l h s C tp rer Ele hb bal gt address 48 http p wimobest qow abucalreaylndex aspihdrahesderiarraseretarit rar ebe geet 76 ting br Fie Ect Wee Foawortes Took heb Schedules to be Reviewed Brea dardha Dile H st ite ado ped shat el Mee al i Feat Gaerne After the ARMC Secretariat logs in the Secretariat Summary Screen will list the draft schedules that need to be reviewed There are three option available for each schedule EUA DI Feride Fon dol Goreme of itapn Erd Lerner ie A8 less ma Dabi Bat rae ei Era Citaat Bed LERU TE E ds SEPA ES BRAGH Chan Be SE EEE Bal Print will produce a complete copy of the schedule report Comments feedback comments related to deficiencies in the schedule Zenn implies am abea legdhack ShCsap hed 2004 01 Tired gt 39 J CH 1 As iros Gir GY E Response Wiew
87. ith the development and expancion of water and sewage facdtias bo accommodate B ntukuml Probesc n ndusines such ap meat packing and food processing plante danes and cannenes The bos deo sotgp for indradical mrunecipalities Contain frasitdily studies applications for consanici n of the facilites ang technical data such ag drawings Algo contain applications tor grants Bien drecin s Conkeacls and cheque lelbers Dales Range 1565 lo dale Mem Fe Papar D tecrtim EE Eleccion Ober Mapstfiana amp Reports Lagal Reisrenpa POS Ralerance Claaure Cotes athe cormpleben pi project Cn ade Rolenborn 3 Yans Di sbe Retention 10 Years Contun nce Cond tmg Pinal Dinpnetion Selectiva Hpiontop ar ell E ar Pe tren Brdo joo Eps Eure Jeiwsen QR RM om If a mistake is made in the search string the contents will have to be cleared and re entered with the correct string Creating a New Schedule A schedule number is automatically assigned the first time a save is done on a new schedule This assigned schedule number will appear in the left menu section The schedule number consists of the fiscal year and a sequential number separated by a slash The fiscal year portion is updated on April 1 of each year The schedule number will remain with the schedule throughout the life of the schedule Components are Schedule items archival appraisal opinion review co
88. k and enter more comments press the Return to Comments button to return to the response screen When the ARMC member has marked their comments as complete the schedule will be removed from the first section and added to the second section Schedules to be Approved 3 hol rs og aca ri ua rh ett pape bat sn report aripii E Hicrasolt im ei Es i A check mark v will be added to the right of the members title in the left menu section to ec e QA d h aore gier A AR el indicate the review is completed Senedules Requiring Discussion er The ARMC Secretariat will review schedules with a ee EE ee Gee status of Draft Awaiting Approval to determine ee which schedules have been completed by the ARM Rewewer3 ARMC Review Group A report is available to rom a seme comm identify which schedules have been marked for a EXT discussion at ARMC meetings Prasiice Review Proven e Statue Deg evading Appa Ha quect 3 Completa 2 ARNG Beapeer 1 This amendmen is good and think it should be apgenend From the left menu section select Reports GAG Reamer Wass Toa option El bone OD tert 2 EA AAC LA OA A E TEF 11 09 4H Under ARM Reports select the blue Schedules Requiring ARMC Discussion button A report will be generated that lists all the schedules that have been marked for discussion and also lists the comments made by ARMC members The ARMC Secretary will use this report to determine which sche
89. le Search screen for Feedback Request use the drop down menu and select the appropriate name Press the Search button and display all outstanding schedules that the particular individual has been asked to comment on The schedules are listed in reverse numerical order Add the schedule to the left menu section by clicking on the highlighted schedule number RSS r selt Internet Explorer Aries zg y mt gt GD o Econ Fete Ge ly AR Address y https verre rimptestqor aeea ep hr shrann zech D rte Fie Ed vem Froete Took Hal Schedule Search CREATE SCHEDULE Ebala Comparison Value ADVANCED SEARCH Schedule Humbar contains Salus equals Taled Haus futher equals Taled Author Fopdhack Haquestad freen Select Lear oZ D Program Rame coral Select Lor l a Ta Lr pee D r onse inn ert vurn Se Sm Organization equals 1 ger BES ac AAA A A QED am Bring the schedule into memory by clicking on the left menu section Click on the schedule number on the left menu section Click the beside Rezews Click on the title listed under Reviews that pertains to the reviewer There may be more that one individual who is providing comments Select the app ds one Response Screen has an area to provide comments The drop down menu provides an opportunity to comment on the entire schedule or on individual items Select the schedule or an item num
90. le number on the left menu section Click the beside Opznzons April 2004 Records Scheduling System RSS User Manual 27 Click on the title listed under Opznions that pertains to the user Opinions may be requested from any of the five groups legal financial Aboriginal FOIP or IT Select the appropriate one Response Screen has an area to provide comments The drop down menu provides an opportunity Eggs Hesk gt G E AY h Fee Hor co to comment on the entire schedule or on EE po uat i l l Pe Edi View Feres Tost Hele individual items Select the schedule or an item e rs choose core Frogmim Name Land Titles ladle mi number Ee Response Enter comments Response io Schedule 2001 0939 Krea prenons respono In my legal opinion There is an option of having opinion comments viewable after the schedule is approved Yes or No It is recommended that Yes always be El selected la this feedback to be visible afer schodule approval Yes D Ho Mark Foodback Completo Son ARMC decision on Legal Opinions Read only access to legal opinions in RSS will be available ven stan Ir e ben limbo Mens Euroa Documents ie jess micros pee DN aen an to all those within government who have a role in records schedule creation and approval Clark Dalton noted that this could present some risk to solicitor client privilege but provi
91. led a 1 tg trterene G Mo S DI Fe rta Fuera Eran rua Es TAGE vam The Schedule Creator can take appropriate action based on the reviewers comments The Schedule Creator can request the reviewer to review the schedule again as required Opinion Feedback Request Opinion by Schedule Creator Opinions are requested when the Schedule Creator has some concerns regarding the legal financial FOIP or Aboriginal issues associated with the schedule or items on a schedule Not all schedules required an opinion An Opinion can be requested at any time during the schedule review approval cycle The schedule status can be any of the draft or deferred statuses except New Draft If status remains as New Draft the ale TJ RSS Microsolt Internet Explorer S EE 23 D sch rris Arie 2 A RM Address W beta Jem apretest gor ab caltss index neptscm emadnati yikes tee G t schechesder re Edt We Frot Took Heip gt Schedule 2001 1122 Sperber MA Les Schedule Achord e j Progr a Name Local Govemment Request Feedback i CG Opinions zl Por ihia grhetuto 9 ERRA All Opinioe as per Schedule Display as Lagal on the menu re gheam ebro rm pes gor KEEN 14 ined a borre dd co oo de April 2004 Records Scheduling System RSS User Manual 26 individual requested to give the opinion will recetved the request but will
92. lt dere Explorer Q a A seer Frs febo zk Ob Ri AES eres e kriten asp ad 2004 0064hdr lt schecheader bcode bOGhecm newscheduetsen Oterp icMEinbact Cthsbt ibstarH ee uge assar A a Fork ap PORET on AEN i E Dia ani Pe Gdi viem Fret Took men Schedule SMA pomor Progra Mane Agel 10 Easier Parade View Schedule Appraisal Crealon Date Punttonal Progra ares Schedule Cabegery Schedule Type Lmalon adel Une ata Lentini Side Legal Mandate Appraisal Notes jij Dore ELA MAA AA ERSS ge Schedule Status IDAM E Yes E Ho Aan 10 Easier Parade New Conhnwing Goveenmant Organization Act Section 213 Department of Agneulune Ac sed Regulations Thre rs the electron records dalabade containing slateatecal data galbered in tem 1 1 Y Traffic Counts This database is backed up regularly by the BOS System House Archives need not anquire these recorde afer redantion periods are mel ee r rre For each field that requires a comment click on the appropriate Appraisal Group Notes field ee Craf aman pora cal s ES Schedde Ac ong 02 FA Ret ace A data entry pop up screen will appear that will be used to enter any comments they want to provide to the Appraisal Reviewer When the comment has been entered for that field click on the Save button The entered comment will be displayed at the top of the pop up screen If required more co
93. mments can be entered Click on the Cse button to close the pop up screen An asterisk will be placed beside the appropriate Appraisal Group Notes field to indicate that comments have been entered To review item appraisals the Appraisal Approver will Select an item number either by gt clicking on the item number located on the left menu section OR gt entering the item number in the GO box at the beginning of the item list on the left menu section Press the GO button and the system will display the item details in the working area At the bottom of the item screen beside the Appraisal field is the App Group Notes field Any comments on the appraisal data should be entered in this field Click on the Appraisal Group Notes field A data entry pop up screen will appear that will be used to enter any comments to the Appraisal Creator or the Appraisal Reviewer When the comment has been entered for that field click on the Save button Y RSS r selt internet Explorer E Pork rento Betez ion Conrumesee Conditions EE search Frs Her zk Ob Ri gt Final Disposition Destroy d DR vos E Off site Retention t Years E i Appraisal ES TEXT RECOBMEADED FINAL DISPOSITION LS TRO The entered comment will be displayed at the top of the pop up screen If required more comments can be entered Click on the C ose button to close the pop up screen April
94. mments organization charts ARMC Secretariat comments amendment information schedule transfer information schedule cancellation information external documents and audit history CH Seek EI BB A Besch flote Gar e Op KS eres E besooo retest o a calrsefindex aspPhrshwadertscrrmscheed_seerch ad Otiher d to G f ue Pis dde vaw fieret Tose Hap Create Schedule Schedule Status MEW J Creation Date 000414 Nor Funcional Schedule Functional Schedule Pinqrenveraice L OOO Schedule Category Seed Category Schedule Type Select Type Dmaion Ir Unit Fall hees Sie Comments and dra Docent Cen hy ci s heich hi d fiat ET ites EAE TEL eet E OT Location April 2004 Records Scheduling System RSS User Manual 17 Mandatory fields that need to be completed before a save can be done are Program Name Schedule Category and Schedule Type Copy Items should be completed before the save is done This option is only available at schedule creation before the schedule number is assigned See below for details Schedule status for a new schedule is New Draft No one other than the Schedule Creator can see this schedule NOTE When searching for a schedule with a status of New Draft on the Search screen select the Schedule Creator s name in the Author field The schedule can not be found any other way Organization will a
95. n Brief History Legal Mandate Appraisal Signature and Approval Click on the Appraisal button View Schedule Appraisal screen will appear The top ggg AE EC E al E ii A E of the screen provides high level information on the jus rs eS schedule Schedule 2004 05 Speer Program Name Aged 10 Exstar Parade Scroll down to the bottom of the screen until the EE two grey button are visible Send Email to Appraisal s lenton penods are mel Presenation iiti Gra RECOMMONDED FINAL DISPOSMON DESTROY Thre i lhe electronic records daletwne com inira statistical data gathered in gem 1 1 Trafic Counts This database is backed up regulary by the EOS System House Archoras reed not acquine hase records ater relenian penod are mel Ifthe appraisal requires more work by the Appraisal tomain Siorage Aperaial Gove Nuts BI eat gege A gethaned in am 1 1 Ger Courteh This Zou is backed wp Creator select the first grey button to send an email to the Appraisal Reviewer for further work group member and Approve this schedule regularly by the EOS System House Archos reed nyi acquine thease reconds aber r lenton penod are mel Send Email lo other Aopgesal member Approve this schedule 7 Appraisal HOT Complete i al E Si FP a trterres 5 Ms 52 SE ba Eten Mes use eng n eise nun Sead zem This cycle will continue to repeat itself until the Appraisal Approver has no concer
96. nal Dispos gunn Select Disposinar Appraisal Reason tor Aunendimert E Once the major amendment is completed the schedule creator can ask for a review by Information Management Branch The Archival Appraisal will have to be updated The schedule creator will request feedback from the Appraisal group to update the archival appraisal See r D SS d je e interes section Request Archival Appraisal Manj A E E O to Pes Mutin JET RUTA vam Once Archives have completed their portion the schedule status will automatically change to Draft awaiting Signatures The schedule creator will obtain signatures from the Senior Program Manager and the Senior Records Officer See section Departmental Approval The schedule will then be sent to the ARMC Secretariat for review and approval See section ARMC Review and Approval Major Amendment NOT requiring an Archival Appraisal The status of the schedule will be Draft Awaiting Signatures All information from the approved schedule will be copied to the amendment A schedule relationship will be added to supersede the original schedule Make the changes as required See section Editing a Draft Schedule Reasons for change will also be documented in the Reason for Amendment field April 2004 Records Scheduling System RSS User Manual 52 Once the changes are completed the schedule creator S i eeBock GD 17 21 h rr Horr Ze A 9 sh
97. nior Program Manager Signatures after Appraisal is completed y 1 RSS changes status to Draft awaiting i Schedule Creator requests Draft awaiting Secretariat the ARMC Secretariat to Review review the schedule Secretariat Review after both signatures NM are added E e RSS changes status to Draft awaiting ARMC Secretariat requests the ARMC Review group to review the schedule for approval Draft awaiting Approval Approval after Secretariat has completed their review ARMC Chair changes status Approved Pending as discussed to the ARMC Meeting RSS changes status to Cancelled or Senior Records Officer Cancelled or request the cancellation of Expired an approved schedule Figure 11 Schedule Statuses April 2004 Records Scheduling System RSS User Manual Expired based on the request 13 4 RSS System Functions YASS Micresolt internet Explorer Log n Set A Ga zech Carros Genere ye E CUARTA Department Administrator will create and inform users of their individual ID and password sr e geg The schedule creator and signature Ids can belong to more than one organization The Login Name has a maximum of 12 characters ee User Ids can be deleted from the system only if the Id was not used to create schedul
98. ns with the archival appraisal and approves the appraisal Ifthe appraisal is completed with all required information the Appraisal Approver can approve the appraisal Press on the grey Approve this schedule button The Schedule Approval Process screen will appear RSS r selt Internet Explorer ll A S push DE 2 rs Slfroeien Mitte he A RM m Click on the box beside the line that Says This Ebene E appraisal is APPROVED E E sacar Program Name Agel 10 Ester Parade Schedwde Actors schedule Approval Process Press on the Process Appraisal button Schedule lD 200400 Program Mame April 10 Easter Parade A message will appear indicating the Appraisal has been successfully updated Primary Organization Goverment Sarniceas Completed 05 053003 2 03 01 PM bey A This appraisal is REVIEWED geal Reviewer The status of the schedule will change to Draft awaiting Signatures M This appraisal is APPROVED Process Appraisal An e mail notification will be sent to the Schedule Creator indicating that the archival appraisal has CH je been completed Kr TEE April 2004 Records Scheduling System RSS User Manual 36 Departmental Approval Request Departmental Approval by Schedule Creator Before a schedule can be submitted for approval the Senior Program Manager SPM and the Senior Records Officer SRO should review the schedule and apply t
99. omments as Complete button There is no need to enter comments here as the comments were already entered in the COMMENTS field on the first page of the schedule gt A check mark v will be added to the tight of the reviewer s title in the left menu section to indicate the review is completed gt An e mail notification will automatically be sent to the Schedule Creator informing them the review is completed If one of the Reviewers has a concern with the amendment they will document their concerns in the COMMENTS field on the first page of the schedule and mark their feedback as complete under the Review on the left side menu The schedule creator will have to respond and make required changes or provide more details on the amendment Schedule creator will resubmit to obtain concurrence Once the reviews have been completed the schedule creator will obtain internal signatures from the Senior Program Manager and the Senior Records Officer See section Departmental Approval The schedule will then be sent to the ARMC Secretariat for review and approval See section ARMC Review Approval Transfer a Schedule Draft Schedule Transfer The Departmental Administrator can transfer draft schedules from one Schedule Creator to another Schedule Creator in the same organization or another organization Draft schedules are schedules with one of the following statuses Prefminary Draft Draft awaiting Appraisal Draft await
100. opriate text to describe when closure is to take place eg Once program has ended RSS Micresol Bak Address Microsoft dert Explorer D A A EE ye A EX https irse rimptest qon aboca fre indes sep amean SCC eng bbe che egen Fle ER vem Fives Tock Hai eer taster Schedule 2004 0058 Sponsor 5 Schedule chun p Create tem a Wen Nornber Titig Description Fam Date Rango l Med I Paper E Mitrobimi I Electron Cities Legal Reference l FOIF Hefererce Cloturo Criteria Sewa Ciasunt Ee Clot Cnbena EEN Note ZE Unemte Heber ion Select Time sl L tze Kelanan Seld Tene fib interest la Dene ELA De Mire urean Eea Jeisee us QE Pad ona The Concurrence Condition provides a text field to enter any conditions that must be checked before final disposition can occur e g Providing no outstanding litigation The Final Disposition field has a drop down menu for the valid disposition actions Valid options include Archives Destroy and Transfer The Item Relationship button provides the ability to cancel items on previously approved schedules and to change the link so that records stored at the Alberta Records Centre will follow the items on the new schedule gt April 2004 Click on the blue Item Relationship button The item cancellation data entry screen will appear with two fields schedule number and item number After ent
101. or Program Manager SRO Senior Records Officer schedule Signature Process Schedule lb 2004010 A002 Program Mame Ministers Once Primary Organization Govermmernt Services Select signature type and press the Process Schedule button Select lhe type of signature pow ace proading Mick Ge ihe Process Schedule button Message should appear indicating that the signature ee SRO SPM process was successfully completed An electronic sionature will be placed on the schedule After both the SPM and the SRO have applied their 3 e gt la bone ee electronic signatures the schedule status will change to Arji 6 E p Ber 00 Muero J beeg JE OSA aen Draft awaiting Secretariat Review April 2004 Records Scheduling System RSS User Manual 39 Actual electronic signatures are not viewable There is no button to display the signature information Select the schedule report to display the names and dates of the departmental approval The audit history has a transaction for each request and completed response made for the schedule An email notification will be sent to the Schedule Creator once the signature has been applied to the schedule View Signatures by All Groups To view comments made by individuals in the Signatures group Select the schedule through the Search function Add schedule to left menu section Click on the schedule number and on the beside Szgnatures The check ma
102. ould ask for a review by Information Management laskin Branch PAA Wayne Murdoch and ARC Uli Will Pe Bet ven Facies Tock Hed Liner Tae Progran Name GA Collections Curatonal Care Puble Access Edit ttem Hen Id Tati If the reviewers agree with the changes each reviewer will Collechore Dccurente Meports Peal Begoagz af any oromeare r lating to damage or thet of artifacts hes becomes an grecatant part of the CoDechon or artain bony this makes this matinal essential to the maintenance of the collections TANI means Alber deaccessvon and deporal of coDectoa s ee objects FAS te be mtaed bs serace provider s cultural property under the berms of serbe A reemeet adda line in the COMMENTS field located on Sst the first screen of the schedule indicating their sone Y Schedule 1996 016 4001 hem 105 Sponsor CU Schedule Action E Y RSS r selt internet Explorer Aries concurrence with the amendment ane mae The reviewers should also mark their feedback as Media Paper RE MicroSim Mco awe cama J completed From the left menu section click on tgroes SSS H the beside the Review title A ml R Sans EH Ee Fitton um J eneg s ue J ines mc DER wm 7 gt Click on the appropriate review name A Concunenca Conditions ey AAMC ifand when convectie terminstad Final Drsposgunn Select Disposibon Appraisal underneath the Review title gt Press Mark c
103. pleted the reviewer will not be able to enter any more comments If further comments are required the Schedule Creator will have to invite the review to comment again Press Return to Comments button if more comments are needed The reviewer will return back to the response screen A check mark v will be added to the right of the reviewer s title in the left menu section to indicate the review is completed An e mail notification will automatically be sent to the Schedule Creator informing them the review is completed View Reviewer Feedback by All Groups Une Lesen Internet Eplarer i ele Select the schedule through the Search function sp 7 933 set rege Bete be ab Ba Se EE H ng Add schedule to left menu section AAA rs e cago oma rt z E Schedule 3003021 Sponsor EC Schedule Arione e l Click on the schedule number and on the AAA A beside Revzews The check marks v beside the titles under Reviews indicate that the comments are completed Click on the reviewer s title Reviewer s name capacity request dates requested and completed and comments on the schedule and items will be displayed Schedule 2002021 Request Date 09 25 2001 5 59 44 4M Addressee Ganache Mankne Capacity RISE Schedule Comments provided in a meeting with Economic Dewelopment Linda Borys Lisi Moddiy TAS Request Malus Completed Complete Date 101 8001 110 A3 AA B
104. pproved Note The archival appraisals and opinions are part of the schedule and will be retained indefinitely April 2004 Records Scheduling System RSS User Manual 62 Currently none of the feedback comments are being deleted A records schedule is required External files the location of the web server is indicated here The path for saving external files is also set here The sub directory should be the same as the sub directory of the website For security reasons these locations are not documented in this publication URL to start RSS Application application web site address The e mail notes that are sent when feedback is requested will contain this web site address The address is https www timp gov ab ca rss default asp Titles are the names given to various positions within each group The System Administrator can add or change T ter To add a new Title select the user group under Feedback Section and press the New Tite button Enter a unique 2 digit code and the new title Press the Save button The system will provide a message indicating the operation was successful To change a title for a specific user group select the user group under Feedback Section Select the title to be changed under Addressee Title Make required changes and press the Save button The system will provide a message indicating the operation was successful For the ARMC Review group Approval Group the ARMC Chair person mu
105. praisal Signature and Approval Select the Appraisal button View Schedule Appraisal screen will appear The top of the screen provides summary information on the schedule Scroll down to Appraisal Notes The Appraisal Reviewer can view the fields Department Purpose Business Function Comments Preservation and Storage The Appraisal Reviewer can comment on these fields by using the Appraisal Group Notes field The Appraisal group members will use this field to provide comments to each other For each field that requires a comment click on the appropriate Appraisal Group Notes field A data entry pop up screen will appear that will be used to enter any comments they want to provide to the Appraisal Creator or the Appraisal Approver When the comment has been entered for that field click on the Save button The entered comment will be displayed at the top of the pop up screen If required more comments can be entered Click on the Close button to close the pop up screen An asterisk will be placed beside the appropriate Appraisal Group Notes field to indicate that comments have been entered To review item appraisals the Appraisal Reviewer will Exp d d Eh ess Appeal orrenenda Sorel Gober Explorer ebkeag EN bessie Department Purpose Comments as ros 2004 Appraisal Reviewer Hola These erie ore fer i appeal Agut anbe They adli ote read ANE i Chee fe opel c ppt IN ce
106. praisal Informahon Program Senace trapon E Comments Wire Rapoart MOSH DI RE a LTAR EDM Ebaripan Caril Lizi LTAR BS Chagas Deleted amp Wet Pointed EE Res PE aset 18 rta mech ot Muerta ias microsoft Ine L 2387 Lem ENDE srl por Abr a A HEak a a os 4 Pe Ed STEE 4 AR Records Retention and Disposition Schedule Abena Kercads Mi anagemend C om e Charca ria Nam raue A aro Schedule MumbenStabar 2002 044 e Fene Service Dumas A Lane Teles Giens Approved SCHEDULE ADMINTS TRATION Leger Ovganiration Chart neg Sree Laera User wear ej Comments H Fr lnie Sche ektst IYAD Land Tidar Lion 1 d Canelo Replace Soledad E Aer sde mi Hi imay Number Amrsderni ia Dair Approved Jeer AD hMi IIH EFATHA Der Am pipe ng Pere ee e ed oat nc on the report press the refresh button The system will recreate the report To obtain a hard copy press the printer button and the schedule report will print at your default printer Schedule Actions Option There is no flexibility with this option It will print all sections of the schedule except the archival appraisal and all the items Under the Schedule Actions drop down menu a new option Print Schedule has been added Click on this option and the report will be generated This April 2004 Records Scheduling System RSS User Manual PMMA 1 14 48 DR E res Ne Creation Kate Fungcton
107. proval process has been divided into user groups Listed below are the user groups and their primary function User Group Schedule Creator Primary Function Responsibility Creates new schedules or amendments to an approved schedule and 1s responsible for requesting reviews opinions appraisals signatures and approvals Responsible for initially creating maintaining and navigating the schedule through the RSS system Can belong to more than one organization Can request feedback opinions archival appraisal and approval for schedules that they created or draft schedules belonging to their organization Schedule Creator can also be a member of the Review Group and Opinion Group New Schedule is created or RSS new amendment is created Database Schedule Creator an approved schedule Changes made to new schedule or amendments made to gt Workflow Schedule Creation Process User Group Review Group Primary Function Responsibility Reviews the new or amended schedule and provides feedback to the Schedule Creator Responsible for reviewing and making comments on a schedule when notified by the Schedule Creator Currently three Reviewer Groups exists Information Management Branch IMB Provincial Archives of Alberta PAA and Departmental Program contacts Reviewer can also be a Schedule Creator or a member of the Opinion and or Signature Groups April 2004 Records Scheduling System RSS User Manual 2
108. raisal Creator 1417 REKT EI Creator Wee BE E stort 52 Fa res aE em tarea OI ann Reviewer feedback is requested once the Schedule Creator has completed a draft of the schedule Schedule status must be changed to Prekminary Draft If status remains as New Draft the Reviewer will not be able to see or access the schedule Once it is in Preliminary Draft status anyone can see the schedule To provide feedback the Schedule Creator has to invite individuals to comment People not invited cannot use the system to provide comments They will be able to look at the schedule but will not be able to comment on any of the fields electronically To invite comments from the Schedule Actions select Request Feedback On the next screen Select Selection should be Review The Display as field provides the title that will be displayed for this individual s review RSS r selt internet Explorer E f slaj D EE Stok oF OD A Ah in tor D oh Bl A table listing the individuals that are in the Review O eee Fie Edi ven F tete Took Hai Group within the Schedule Creator s organization will es EXEC TT SC ees o display To see all the Reviewers for all the Request Feedback 41 organizations press the button titled AX Reviews within System A complete list will be displayed in the Select box Eppes H Heques Por this schedule All ew within Systeri Display ae FUSE an the mam
109. rganization Code unique two characters Entity Code is a ten character code that is assigned by the Data Standards Group This is a government wide standard however because the organization code is used by other records management systems the entity code could not be used as the organization code Entity Number is an eight digit code that is also assigned by the Data Standards Group Name which is the legal name of the new organization Status is the current status of organization The choices are Active or Inactive Effective Date is the date that the organization came into existence If this organization was created from a defunct organization enter that organization s name in the Supersedes field Inactive Date is the date that the organization became defunct If another organization has taken over the functions of this defunct organization enter that organization in the Superseded By field Comments field provides an area to enter additional information about the organization Supersedes identifies the defunct organization that this organization replaced Superseded By identifies the organization that has replaced this defunct organization System Settings controls the settings and location of various data files Deletion of Feedback indicates for each group Reviews Appraisals Signatures and ARMC Review when the feedback comments can be deleted These feedback comments are deleted once a schedule is a
110. rks v beside the titles under Szenatures indicate that the comments are completed Click on one of the signature titles The system will display for each signature provider their name capacity request dates requested and completed and comments on the schedule and items Actual electronic signatures are not viewable There is no button to display the signature information Select the schedule report to display the names and dates of the departmental approval The audit history has a transaction for each signature individual ARMC Review and Approval The schedule approval process is divided in to two steps the review by the ARMC Secretariat and the approval by the ARMC Committee The schedule creator will submit the draft schedule to the ARMC Secretariat for review and comments Once all the issues have been resolved the ARMC Secretariat will submit the draft schedule to the ARMC members for their review and approval Draft schedules can be approved at any time during the month provided that all ARMC members have reviewed the schedules If the ARMC Secretariat and ARMC members have no concerns with a draft schedule the schedule does not have to be brought forward for discussion at the ARMC meetings and the schedule can be approved immediately If however one or more ARMC members have a concern with the draft schedule it will have to be discussed at the next ARMC meeting ELN Esplorer E ala a n ok Dl l h iros Atten y
111. rmat and opinion is EES placed on the EC Schedule schedule g Aboriginal Affairs E Mail completion notification Workflow Schedule Opinion Request Process April 2004 Records Scheduling System RSS User Manual 3 User Group Appraisal Group Primary Function Responsibility Provides an archival appraisal on the records series documented in the schedule The appraisal information cannot be viewed until the Appraisal Approver has approved the appraisal and marked it off as completed The Appraisal Group 1s divided into three sub groups the Appraisal Creator the Appraisal Reviewer and the Appraisal Approver Appraisal Creator Responsible for creating an appraisal of the schedule Can request an Appraisal Reviewer to review the completed draft appraisal Members ate the Archivists from PAA Appraisal Creator can be a member of the Reviewer Group and cannot be an Appraisal Reviewer or Appraisal Approver Appraisal Reviewer Responsible for reviewing the appraisal Appraisal Reviewer is the Manager Government Records PAA Appraisal Reviewer can be a member of the Reviewer Group and cannot be an Appraisal Creator or Appraisal Approver Appraisal Approver Responsible for approving the reviewed appraisal Appraisal Approver is the Director Provincial Archives of Alberta Appraisal Approver cannot be a member of any other Group and cannot be an Appraisal Reviewer or Appraisal Creator E Mail notific
112. rom the approved schedule will be copied to the amendment A schedule relationship will be added to supersede the original schedule a o a acess ipa wrevimptest gov Steeg freier appr Pe bee bhdrd Eem Git aen erger d ra gdt en Freies Took Heip Schedule ESO fem 105 Sponsor CU Schedule Actor Programi Name GA Collections Curatonal CarafPuble Access ra Uis Make the changes as required See section Editing a Draft Schedule Reasons for change will also be documented in the Reason for Amendment field Edit ttem bem ld Tete Collector Occurente Hepoga Ifa new item is being added to the schedule select Create Item from the Schedule Actions drop Cost le 8 Sege Lupp ES EH ov 1 Begogz of any cocurrence r latng to damage or theft of artifacts hes becomes an mp catant part of the ooDechon or artibact s bony this makes this matenal essential to the mamtenance of the colectons TAVI means Aer desccernon and pora of coectont or At re down menu Once all field are completed save the meget A item Click on the new item number from the left Dato Range pse oo side menu and scroll down to the bottom of the Meds Ern Riviere OME phonon eae ses 28 item information Complete the Reason for Amendment field Legal Reference POT FOIP Reforerne Poo Kl 1 nger stot D E Die ia AAN rl RUTA un Ap aig d Conrumecve Conditions Ey ARM if and when contmctistermined Fi
113. s Unrt Community Facility Enhancement Program CFEP Location 50 Corrveau Avenue St Albet 46 TON 315 Creanzational Chart Other External File schedule Relationships e l AAA nternet Figure 10 System Screen Layout Records Scheduling System RSS User Manual Page 11 Schedule Statuses Schedule Statuses are used to control the movement of a schedule from draft to the approved phase Some of the statuses are automatically changed once an operation has been completed while other are manually set as illustrated in Figure 11 The available statuses are New Draft this is the status for newly created schedules With this status only the Schedule Creator can see the schedule Preliminary Draft this is the minimum status for a schedule when asking for feedback from the Reviewer or Opinion Groups This status is changed from New Draft by the schedule creator Draft awaiting Appraisal schedule should be at this status when asking for an Archival Appraisal Reviewer and Opinion feedback can also be requested at this status The schedule creator changes the status from Preliminary Draft to this status Draft awaiting Signatures schedule will automatically be set to this status once the Archival Appraisal has been completed and approved The schedule creator should obtain the SRO and SPM sionatures at this stage Draft awaiting Secretariat Review schedule will automatically be changed to this status once both the S
114. s me REA vn transfer has been completed successfully and the summary schedule information will be updated showing the new schedule owner The system will display the owner Id number not their name To transfer all draft schedules to a new schedule creator Enter the schedule creator id number and press the blue Search button To find the schedule creator id use the User Maintenance function to view the schedule creator information The schedule creator id number is located at the top right corner of the working area The system will display summary schedule information for each of the schedules assigned to the schedule creator At the drop down menu beneath the summary schedule information select the new schedule creator that the schedules will be transferred to Once the new schedule creator has been selected press the Transfer AU Schedules button The system will produce a message stating the transfer has been completed successfully and will give a count of how many schedules were transferred Transfer of an Approved Schedule ATTE EA E i d E ato DO A seu ren ppes Ze AR 1 bkeag https ver uimetest gov ab calreaindas ep ken tdi emee an liger simis admis age Uns Schedule No or Creador DEn Se Curent Creation Maureen Goulet Program Creator Status Carbia Clab re and Racuviier ord K s Coit Caria Chaira and Eeougper ET Ereitpsit re Har DNR aen ha Dere Sn
115. seded by new schedule or Program Hamme Relasionshap the new schedule has been cancelled by another schedule supersedes new schedule This option will not be used when entering a new schedule When a schedule is canceled this option will be used to indicate which schedule superseded the Sec ent uc tyne eee IR RUE vn canceled schedule NOTE Once the new schedule is approved the links between the schedules will be added Schedules that are replaced by new schedules will be cancelled or expired automatically TADO Alea Aer aad Anal rl bi rel bo DOC POS his bee eiad ke OA H ao E C Renmin Felan gii When creating new schedules that will supersede previously approved schedules that have inactive records stored at the Alberta Records Centre two options are available all inactive records stored under the items of the previously approved schedules can be transferred to the newly created schedule and item OR all inactive records stored under the old items of the previously approved schedules would continue to follow the old schedules and any new transfers would follow the new schedule gt For option one where the inactive records stored under the previously approved schedule ate be transferred to the new schedule the item relationships must be documented For each new item use the Item Relationships button to enter the old schedule and item number combinations that will be supers
116. st have the title with the code of AP The AP identifies the individual with this title on the schedule as the individual that can approve a draft schedule All other ARMC members cannot approve a draft schedule System Clean Up Use caution when using this utility This page is a maintenance page designed for system cleaning It is imperative that no users be in the RSS system except the administrator at this time Any schedules or items left open while this routine is running will surely result in lost or corrupted data To process with this utility press the grey Szart System Clean Up button Who am I This feature under the Administration heading on the left side menu provides information on current user li A a Gen EE D Id d Address L hiesaren impet prabeya osp e A The information will be displayed in a separate Current User Information Beer _ window This enables the user to leave the window User Name Weit Tony 638 open while working on schedules If the user is in aan e span a doubt as to the level of access for a specific schedule P nenn this window will provide the information det 7 ne For each schedule in memory the system will list zen ne NOTE Wem moma wou can onl ot deedback tbat a schie ae fo en Agusan Mans Se r i Owner indicates if the user Id is the owner of the schedule Yes or No Mode will either be Edit or View Schedule AA AAA feo Zeen ma Creator Ids will be Edit and
117. t page and last page OO A SE EN WH ak Pinpin Balhae aps Sepia Sadr bak Schedule number column is highlighted in blue mee e e SE To view a schedule Feb SE D te a 15185 m Place your cursor over one of the highlighted ER EY schedule numbers emm nc 26 p pe Ge wet pos ise Ste fle vum m Click on the schedule number The schedule number appears on the left menu section m Maximum of 3 schedules can be added to the left menu section at one time The Clear button will reset the fields back to the default values April 2004 Records Scheduling System RSS User Manual 15 Advanced Searches Advanced Search function is available on the main Search screen Enables the searching of the database by individual or a combination of specific search fields The database search fields are not case sensitive ATTE Y RSS Microenlt Internet Explorer E E o AE ESE E EFE Database fields available for searching are Schedule Number Program Purpose Brief History Department Purpose Business Function Item Title Item Description Item Appraisal Organization Code Advanced Search Select Field Tf Legal Mandate Program Name Appraisal Gua Lech 8 TS Comments Concurrence Condition Final Atdceeia ano on 1 0 Disposition and Schedule Status SELECT ALL SCHEDULES WHERE Each search request has to be added to the search criteria by using the A
118. tatus of the schedule will be changed to Expired when the AA A cancellation request is approved Records at es o eran econo otura the Alberta Records Centre will continue to ia ee a Set be stored and will go through final OS H a ES disposition under this expired schedule SS en DC When superseding items click on the item Dor A ston SLP PAS AA IAS TER ra BER ECH number in the second table A EE ER Superseded by blank fihi schedule is no Scheaduba achedda Comments PE E A pop up screen will appear requesting a schedule number and items number Enter the superseding information and click on the Save button The information will be added to the superseded by another table KE RU sl The Comments field should be used to document 8 es z Ms 2 SEI Fe oran ue pen Eass z fol hae EN the details for this cancellation The originating organization should be identified and what event required this schedule cancellation should be documented in this field These comments will be added to the COMMENTS field on the first page of the schedule and will print on the schedule report A message will appear indicating the action was successful and the schedule has been flagged for cancellation The status of the schedule will be changed to Wazting for Cancel and a request will go to the ARMC Secretary to acknowledge the cancellation An e mail message will automatically
119. te field and continue copying tem Description the items enger degen tee Eeer Ken ere deeg ead delivery of irarmg sessions e Legal Mandate Brief History and I i Le T Si Purpose Function Fields emm mmm emm Enter information in these text fields and use the Save button before returning to the d i ire fe Fae en n ieee schedule Remember to do a save on the A AA A AA REAR aT schedule Spell checking and editing features such as bolding underlining italic and indenting are available on these three fields as well as the item description field See Spellechecker April 2004 Records Scheduling System RSS User Manual 18 Single spacing between paragraphs can be achieved by pressing the Shift and Enter key simultaneously Related Schedule enter related schedules and schedules that will be cancelled once the draft schedule is approved Enter the schedule number and select the appropriate relationship A relation can be Sg the records series scheduled under this new EEE FE ESE ua a Ads 0 jodo erip tede i fineer rper iie ee ra cit ia zl ga na schedule are related to the schedule Id listed zs e Schedule 2004000 Sponsor 6s Echodulo Actons E Progesen Mame April 14 Peegram Review related to new schedule Schedule Relationships Related Schedule supersedos 2004004 is superseded by 2004 000 j is relalod to 24200 the new schedule cancels an approved schedule 25 super
120. ter a New Password The user once logged in can then change the password to one of their choosing To change a password see section Who AM I above fon denne pe psf ore ves af R ago an Help The Help feature provides the user with information about how to use RSS Information can be retrieved by content or by an index Fie Pie Bi ge Ade L hip Ferre timpiest prabar Atari hen On e ESA pa ER ven Favorites Tock Heip If required the contents of the help on line manual can be printed H About ge Courseware Bee es ge Ch Na sat me We Introdacton to RSS veria 9 Cairo de Escena Email E Ue Seeckne 2 Vinene the Schedule mr Sr Pare Layouts E ql Pues Feedback F Appriczal Process fe Signabere Process 2 Approval Process mr Create a Schedule E Schedule Status ee G kbechtle Actons E Loenee Unboes AAA T APA Seel 2 eg ee SEET ago sam April 2004 Records Scheduling System RSS User Manual 64
121. ter the A EE specific string of characters that you ate searching for The ones that have a drop down menu have limited choices from which to pick from Two options for the way search results will be displayed Program Format displays schedule number organization code functional non functional schedule program name and status of the schedule Status Format displays summary of the requests for feedback and their responses For each schedule the total reviews opinions appraisal signatures and approvals requested are displayed along with the number that have been completed Format is a b where a is the number of responses and bis the total requested P crocolt Internet Ce porer ATTE SC 99 A es cate rey 33 a SR Option to display a restricted number of E z GE schedules in the of Results field Search Results Press the Search button for results 1550 records weet found The Search Results screen will indicate the number of schedules that match the search criteria Click on Desp ay Results and a table 1 1 Micresolt Internet Explorer E 3 BEES listing the schedules should appear SS Coe eee ii Ee Y Pee nts gt The Back button will display the initial Search screen k Below the table are four scroll buttons that Ps SE allow scrolling through the list first page Se aen waT SE Hauch St SOE Tairg FAILE previous page nex
122. tera ell be arid Department Puros This i Appia Grove Holas is ihe electronic recondaigbase Copains ele ds 3 latistical data gathered in hemi 1 1 irae Counts This databace le backed up regulary by tha BOS System Hogg Zeches need nol oquee heme records after retention periods are mel d AY This is the electronic records database i sotana edatictiral data o rafe Cnurgech Thig datahana io harkad ve al b HIE Si EE DEE Fe Spee Mar Eemer Ejes alen Ae fol hae Lem All the items should be listed on the left menu section If they are not click on the schedule number on the left menu section Select an item number either by April 2004 Records Scheduling System RSS User Manual 32 gt clicking on the item number located on the left menu section OR gt entering the item number in the GO box at the beginning of the item list on the left menu section Press the GO button and the system will display the item details in the working area At the bottom of the item screen beside the Appraisal field is the App Group Notes field Any comments on the item appraisal data should be entered in this field Click on the App Group Notes field SY RSS Microsoft Internet Explorer Hek A DL 2 ssh Frs Gestor Ze A WM J Address https ver rimptest qor abucafreindes ep ken 2004000449 he beadericon dk_kenm_Deta Abem 250001 KH Links Fe Edt men Ter Tok mb Urar Rania aa
123. the bottom of the schedule display screen there are 6 blue buttons one of them being Approval Select this button The Schedule Approval Process screen will appear There are four schedule statuses listed Draft Awaiting Approval Approved Deferred and Pending yr e E eia Hesk gt GD see Fri Herr ye A A Eides L dex pm Sch 1 959 O00 hissedene eeh tit aeh Select Deferred status by highlighting the selection vm mu we Senn o wi en Je and press the grey Process Schedule button oer Rasen 3 AA Schedule Ge A Speer GS Schedwe Actone Schedule Approval Process The system will display a message stating that the approval process is complete The schedule status has been changed to Approved For amendments the original schedule will be Schedule lt 19397092 A001 Program Name Consumer Debt Kieopoenort Sponsor Government Services Schedule Status Delamea earthing Specs pprerred cancelled Pending Bring Forward Date This transaction will be added to the Audit Histo Po ry Process Schedule indicating that the ARMC Chair has changed the schedule status DE ee 6 E ae En lee e y Ey lo En LAR um An e mail notification will be sent to the Schedule Creator indicating that the ARMC review has been completed The Schedule Creator will Review the concerns in the Comments field Make appropriate changes or provide explanations as required R
124. the next item number in the table Anew pop up box will be opened for each item you view If you do not close the pop up box after each item the system will continue to open new pop up boxes for each item viewed This is beneficial if you want to compare two or more items Once the results have been displayed you can return to the Advanced Search screen to refine your search If you want to do a new search press the C ear button to erase the previous search There is no limit to the number of search requests that can be done at one time The search criterion that was entered cannot be edited pas Piorosolt rte Eaplorer ATA Weieen Search Results EXEC CN ALBERTA HUDHILCIERS MATER SURRY AHD D KA Kl HERE TREATMENT Meni pal teg Dreguan Appere FRAKT FADH RAM ERIC ULTERA PROCESSING A ik TRIES 7 Mrpait lLpttnsg Dir A PROGRA ed 3 eee eae dere pal ibi Dir Applian GE GRANTS Lan e Ep HI Sekt morons Tigerlion Ard Ut Appere F oe se e Tarso arai Lines IO ITT Eu d Zuch Ahanda Error ra Rasah Tai ippo H EV g Zur Repite dara Era tgtgnrng Adtech ag Appr E ii E H WT el treeree lone i Mao E E pe es Bena ooo Ea gie RUTEN um LE Mporccolk nbere Euplorer reich DES 030 Microsoft Internet Explores Weg nen Hurm 2 Title AGRICULTURAL PROCESSING INDUSTRIES GRANT PROGRAM Description Thess program eas introduced in 1986 to assist municipalities w
125. tin a scheie pz A A i 0 Disposdian Clase The Move Items option under the Schedule Actions Genie Cla d Disposition Casa drop down menu can be used to rearrange item u Le numbers Click on the item number and at the bottom Geesen of the screen enter the new item number and press the S ee blue Move Item button The system will change the D sl at item numbers Haw tam 10 SE perena YT ll r irte E een Botox Jeises occu Pues IER ESCH April 2004 Records Scheduling System RSS User Manual 23 Reviewer Feedback Request Reviewer Feedback by Schedule TJ RSS Microsolt Internet Explorer Any changes made to the item on the schedule by sa a ds drman me Ze AR e Address 40 https Desen rimpbest qov ab calrss indas ssptscn Remblodiid 2004 0054hdr schedheader the Appraisal Creator or the Systems o von Seu Tole Hak e is z Schedule 20041005 Bar Schedule Actor Administrator will be documented in the Izem er Posen Nore 5c 10 Enser Pande z Modification Table The Schedule Creator can search this table to identify items that were changed who made the change and what data field was changed ltem Modifications Liat of Rem changes since Schedule Creation 1 Concumence A 1 Repos avd SIHT Eom Tile Iegi lost BAU spent e nts a sal Creator 1417 Prepare ad Sait Conditions Appraisal Creator 1417 a tamsi A A a H Enpi 6 Final Disposition App
126. tional organizations are used when a schedule is shared between more than organization rec 3 3 3 D sen tsere ren Ze PEE tol le rei re S caries aap ere irae tae Pee Dt cheer d Fie ER Wee faeries Too Heb o Schedule 1908 0056 Sporan CU Propam Name Sermon Adktsory Com for Alberta Request Schedule Transfer Step 1 of 3 That precede ot ld lo request the Gar of a entre schedule or a partion ofa sehedole to a dezent ewer erpaniratien Once you have completed ges request wil be forwarded to the ARM tor acknowledgement IF athnowledged the age il be completed automancaly ad poo wl be not aa em DO your request e decked the transher wall be cumceled and ae pou wal be popbed hy eg Rumbei TAM Pigiami Mama Gecugeg Aderir Coural ke Abedi Schedule Salus Apenreed Organizaons a Community Development Paman History of Fequert Date Stabs Commens Items None o mme Bif zi GD 3 A Diem teste enen A AR KE etph Diese pre gor db calido etc tae er edhe ANA eene hadar ander Pie oE es Frot Tooke ep Seleced Organica Do sel usa your Berane BACK button ase the BACK bution on the page A er i el Sl Banj E a Ditze pn J toaser l tze pe eiss za ETRE Once the new organizations have been selected press the blue Continue button The blue Back button beside the Continue button will go back to step one April 2004 Records Schedulin
127. tivity is in reverse date order however it is in chronological time order ARMC Approval Process Each ARMC member will be invited to review the draft schedule that is ready for approval Once the ARMC member has been notified that a schedule is awaiting approval they will determine if it needs to be discussed at an ARMC meeting After logging in the ARMC Summary screen wil the es push 2 17 2 rs lfroeien Mitte he A RM displayed The screen ahs two sections Schedules to be Reviewed showing the schedules that the ARMC member has yet to review AAA MS AARE ee Dive Ere a Dee INL OG Ongar Dl Rapier Pr CATAN Deg ke Schedules to be Approved showing the schedules that the ARMC member has reviewed but have not yet been approved by the committee Schedules to be App AAA EH Pros Hirida Pr skbr DAR br Anal IATA Ei PMO PERV ES BRANCH Chingi ide Calanda reg baten The Schedules to be Reviewed section has three options for each schedule Print Schedule will produce a complete copy of ge the schedule report Mo 368 pe Die n nger ass ETIT em ARMC Comments feedback comments related to deficiencies in the schedule Secretariat Review all feedback comments by the ARMC Secretariat and the schedule creator s replies can be viewed in a report format It is advisable to review this area because some of the questions the ARMC member
128. ure Group Only users who have been invited to provide a signature can do so Search function can help find the schedules that require the user s signature D q 8 On the Schedule Search screen for Feedback oS Ie EE TEESE Request use the drop down menu and select the appropriate user name Press the Search button and display all outstanding schedules that the particular user has been asked to sign ridit Internet Usplar r eae Address Pebo ere phos Gg a Calraslireikere a2p ter ccheakee f rten hed zem bo Gn Links nm File Et View Pavorkos Tools Hee Schedule Search Inia Field Compartorn Malum AOYANCED SEARCH sehodula Mumbar cornine Apo Status a equal D seas Selec Siolus The schedules are listed in reverse numerical order Add the schedule to the left menu section by clicking on the highlighted schedule number in the table The user has three options provide Jit Dona Aha eqiale Feedback Requested from Cora Drog am Hamm Gamacha Marina Organicalion equals Sabel Ongonacotore program Tomat C pe ronn e Or Result inercia ind Ee ee e Internet ETE ee comments to the Schedule Creator about the schedule and or items indicate that they agree with the schedule by placing their signature on the schedule or provide comments and sign the schedule To provide comments and sign the schedule the user would perform both o
129. ust be completed for all new schedules Archival appraisals are also required for April 2004 amendments to schedules if they include new items or changes to final disposition on existing items The schedule status must be changed to Draft Awaiting Appraisal If the status is not changed the Appraisal Group will not be able to access the schedule appraisal information Once the status is at Draft awaiting Appraisal no more changes should be made to the schedule If changes are required it should be coordinated with the Information Management Branch The Schedule Creator has to invite the archivist to complete an archival appraisal From the Schedule Actions drop down menu select Request Feedback On the next screen Select Selection should be Appraisal The Display as field provides a title of the PAA archivist that is assigned to your organization RSS r selt internet Explorer _ Back GD LZ 23 Else Frs Herr Z A RW Siles BN hiipi ee mpat a nap ameer e 11150 bdr edhesder Fie F ven Fires och He Elo Schedule 2001719 Spormwor MA mgran Name Vitel Saattstes Request Feedback i for this schedule Display as FAA zl on the mena Ae quest Appraisals A EN eh 11 D pas Anar Grof ees aa agg N Y E N n b EE Pardo cli ale aa agg N Y E N N ra Lata Ayala aa agg N Y E N N 250 AS aa salon Y E N N pen a Arda ct Ab aa agg N N H Y H k c
130. utomatically default to the primary organization set up in the user Id more than one organization can have authority to use this schedule for records retention and disposition however there can only be one primary organization per schedule the primary organization will be responsible for maintaining the schedule i e obtaining required feedback information and making amendments to approved schedules Copy Items provides the ability to copy items PE ANES from other schedules This feature 1S only available aires f LEE os enz rie Ede Ven Favorites Took Hei when a schedule is first created NOTE Once a w save is done the feature is no longer available mamerne aI A Source Sehadula phase M m Enter Source Schedule ID which 1S the 1866001 Ambulante Adicio Ze Appeal Board schedule to be copied from DSS Ap Li Hrger ALBO LLI Copy Item numbers for that schedule will appear Se T KH o o JJ pj Ja Highlight the required item by clicking on the ee Seen item number To change the item number enma enter the new item in the field provided n Size iere E Item numbers must be unique Meja e D rbot peor Moem fejes ea AU mE Press Add Continue until all items are added to the new schedule i TE Internat Ear nl eS Ifitems from more than one schedule need GEES Fia ER vew Pow m Toa Hep to be copied enter the next schedule Id in E os poa ES A the appropria
131. vailable system utilities User Maintenance ability to add users Ids and to create es eme mee fem oe me infor RS ve the departmental administrators Unlock Schedule ability to provide access to a schedule Once selecting this option enter the schedule number The system will display the program name status and sponsor If the schedule is locked a message in red will appear stating that the schedule is locked By pressing the Unlock Schedule button the system will unlock the schedule and make it available A message will appear indicating the schedule has been unlocked successfully Unlock RSS Server This page is a maintenance page to be used when the system continually reports that the Server is currently busy This is caused by a user abandoning a creation process in the middle of creating a schedule or amendment This utility can be run at any time Its main purpose to prevent two ot more schedules from being created with the same schedule ID April 2004 Records Scheduling System RSS User Manual 61 Transfer Schedules The System Administrators can transfer draft schedules from one schedule creator to another schedule creator that belongs to any organization For detailed instructions See section Transfer a Schedule sub section Draft Schedule Transfer Functions and Activities By default the panel shows the new functions or activities listed by organization These are the new functions activities that
132. wn to the bottom of the schedule where six S blue buttons are visible Purpose Function Brief History Legal Mandate Appraisal Signature and Approval Lssserapep d Chart Uber External Pile Schedule Relationships Ho relabonships defined Click on the Appraisal button f i bene cme To Edit Schedule Appraisal screen will appear The top Of n cei ro pn Ar Ds RI iam 1 1 1 1 Baren prend baang apdare OO E the screen provides high level information on the dee e cows E reerte pd 01 detec nea pe Eat alt Bate ge ae tata schedule Me Edt vem Revues Toos Help P Schedule 2001 1 Spaar Pngraen Mame eg Statistics Scroll down to Appraisal Notes The Appraisal SS eae Dran canang 3 Creator will complete the fields Department Purpose GE b sse eta ais Appraise Ml PiogranvGerdce vital Stativtien p_ lada Er Business Function Comments Preservation and Storage Lesen geen nme RK Sch le Typ Contrugin Schedule Type anbrang E ea sl i Press Save Appraisal button located at the bottom of the schedule A save should be done regularly to ensure information is not lost in the event of a Legal Mandala Change of Hima Ac Matiaga Ac Wal Siete Ari Appraisal Notes Department Purpose Appiisal Group betes a 1 BEE EES NEE power failure ista 0 62 E rte jue oeni Es m ROTA Lamm Storage pica Grup hotes zi

Records Scheduling System (RSS) Release 3.0 User Manual

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