Complete Preservation Paperwork

The Preservation Tab

Once the Preservation Manager assigns a task to an individual, it is that person's responsibility to complete the task and update the Checklist Questions' response.

The following steps describe how an individual identifies their assigned workload.

Step by Step — Filter to Find Assigned Workload

  1. Click on the Preservation tab.

  1. Click on the Filter icon to open the list of filter options.
  2. Open the Responsible Person drop-down.
  3. Click on your name.
    • The list of records for which you are responsible appears

 

With a task assigned, there are a variety of possible outcomes, it is likely you can complete the task without any issue. But other options are also available:

  1. You complete the task, but make note of an issue along the way
  2. You cannot complete the task, and reschedule it for another day
  3. You do not complete the task, but re-assign it to another individual

 

The following steps walk you through how to complete a preservation record without an issue.

Step by Step — Complete Preservation Paperwork

  1. From a specific, assigned Preservation record, expand the Checklist to show unresolved questions.

  2. (Re)Answer the Question, review the document, and/or affix your signature, as needed.

  3. Click Edit.

  4. Update the Edit Preservation window, adding the resolution date and time, resolved by, and a resolution note if necessary.

  5. Click Save.

  6. Click Update Status.

  1. Select Closed.

  2. Add additional resolution notes, as necessary.

  3. Click OK.

  4. Click Pending Updates to send information to the server.

  5. Click Publish.

  6. Click Pending Updates again to create a new preservation.

  7. Click Apply Project Updates.

 

Clicking through the Pending Updates screen, provides an audit trail for the preservation activities completed. In the pop-up window, a series of drop-downs will provide more detail as to the pending changes waiting to be published.

Updates are listed chronologically from oldest to newest.

Three options exist at this step: Cancel, Discard, and Publish which sends the update to the Server.

 

If a record needs to be rescheduled, follow these steps.

Step by Step — Reschedule a Task

  1. From a specific, assigned Preservation record, click Reschedule.
  2. Add new date and time to the pop-up window.
  3.  Click Save.
  4. Click Pending Updates to send info to the server. 
  5. Click Publish. 
  6. Click Pending Updates again to create a new preservation. 
  7. Click Apply Project Updates. 

 

If an issue needs to be documented, follow these steps.

Step by Step — Document a Preservation

  1. From a specific, assigned Preservation record, click the Issues button.
  2. Click Add Issue.
  3. Document your issue.
  4.  Click Save.
  5. Click Pending Updates to send info to the server. 
  6. Click Publish. 
  7. Click Pending Updates again to create a new preservation. 
  8. Click Apply Project Updates. 

 

Alternatively, from within the Checklists tab, and having selected a checklist, an Issue can be added.

If a record needs to be re-assigned, follow these steps.

Step by Step — Re-assign a Preservation

  1. From a specific assigned Preservation record, click Reassign.
  2. Search for the new Responsible Party.
  3. Select the new Responsible Party.
  4.  Click Close.
  5. Click Pending Updates to send info to the server. 
  6. Click Publish. 
  7. Click Pending Updates again to create a new preservation. 
  8. Click Apply Project Updates.