S02 - RFQ PD Attachment - RCV Current AS-IS System Description.pdf

Records Center Vault As-Is Description

DEPARTMENT OF VETERANS AFFAIRS

Office of Management Financial Services Center

Record System Update: 4/15/2022

Version Number: 1.0

Record System Update FORCE Number: VA-22-00009396

Contents

1.0 RCV As-Is Description

1.1 summary characteristics of legacy system

1.2 Current Record Retrieval System (RRS) Background

2.0 SALIENT CHARACTERISTICS OF THE REPLACEMENT SOLUTION ....... Error!

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2.1 Records Retrieval Request Requirements ......... Error! Bookmark not defined.

1.0 RECORDS CENTER VAULT [AS-IS DESCRIPTION]

1.1 SUMMARY CHARACTERISTICS OF LEGACY SYSTEM

Currently, the RCV uses two applications:

1) The Records Retrieval System (RRS)

• The RRS application is an internally developed PHP application.

• Generates unique accession numbers that stations use to send boxed records for storage.

• Manages the creation and completion of the VA-0244 and VA-0245 forms.

• RRS pulls an accession and box sequence number, a station ownership identifier, and the corresponding box warehouse storage location from the RMS database for the development of a work order the warehouse uses to retrieve boxes and folders recalled by station owners.

• Provides cradle to grave processing results of each VA 0244/VA 0245 request.

i) VA 0244 request to store box(es)

ii) VA 0245 request to retrieve a document, folder, or box

2) Records Management System (RMS)

• The RMS (DHS Total Recall) is a COTS application provided by DHS Worldwide v8.8 and is used within RMS to manage the physical location of the document boxes.

• Takes the created work order from RRS

• Digitally holds the information related to the VA 0244 and VA 0245 forms

• Manages the physical workflow of records retrieval, storage, and destruction

1.2 CURRENT RECORD RETRIEVAL SYSTEM (RRS) BACKGROUND

The current Records Retrieval System (RRS) is an internally developed online web application (Forms Generator) that enables the station to electronically request physical record transfers to and from the RCV. It facilitates and tracks record’s accession and retrieval initiation, transmittal, receipt, fulfilment, and disposal.

RRS allows users located at VA Stations (facilities where Veterans receive services) to complete, save, and print online record request forms--VA Form 0244 and VA Form 0245--locally for use by RCV to fulfil the request. The VA stations are considered the record owners.

The forms are persisted and document the transfer of records to the RCV and document requests for files or information from records stored at the RCV. RRS uses a web service client application hosted on a Windows server to send data from the local RRS database to a national RRS database. The database and virtual systems are hosted in the VA AITC data center.

What is an accession number? An accession /aka/ "transfer" number is a unique alphanumeric code the RCV assigns to each group of records to be stored. It consists of 9 to 13 characters. The first 3 to 6 characters identify the agency/department making the request, the next 2 to 3 characters identify the year records are shipped, and the remaining 4 characters designate the ascending sequential shipment number issued during that fiscal year.

VA facilities use the RRS to complete and submit the VA Form 0244 electronically and print a hard copy to send with boxes of records transferred to the RCV for storage. The VA Form 0244 shows the RCV accession number of the shipment, the quantity and type of records being shipped for storage and when the boxes are eligible for destruction.

Figure 1 – VA Form 0244 Records Transmittal and Receipt

Figure 2 – RRS Data Table to Monitor Processing Status of VA 0244 Accession Requests

VA facilities also use the RRS to complete and submit the VA Form 0245 to recall/retrieve hard copies of files from inside their stored boxes located at the RCV. The RCV ships the requested hardcopies to the owning facility and places a printed copy of the associated VA Form 0245 inside the box in place of the recalled file(s).

Requests are submitted by the facility VA representatives (Stations) which are the record owners. These facilities, for example, are within VA medical centers, VBA regional offices, etc. The facility (VA Stations) uses RRS to request retrieval, refile, storage, and/or destruction of the physical records that reside in their assigned boxes. These records are all hard copies of records.

Figure 3 – VA Records Center and Vault (RC&V) Reference Pull Slip

Figure 4 – RRS Data Table to Monitor VA 0245 Retrieval Request Processing Status

The Records Center & Vault manages the location of physical boxes. The RCV is NOT planning to digitize the physical documents inside the boxes and folders. This solution is for the physical location management. Barcode scanning hardware shall also be replaced with contract.

Current Records Retrieval System (RRS) Summary:

• Internally developed solution

• An estimated 600 users with an estimated 150 uses daily

• SQL Database Size: 4.6 GB as of Mar 2022

• Current contents:

o 1.3 million VA 0245 Recall Requests o 53,000 Accession Number Requests

• Application contains Personal Identifiable Information and full Social Security Number used to retrieve Veteran information

• Manages two VA Forms 0244 and 0245

• All tables display 50 rows of data at a time.

• All forms and queried table data are printable/exportable for QA purposes since network and WiFi connectivity is unavailable in the 400,000 square foot warehouse.

Current Records Management System (RMS aka DHS Total Recall) Background Records Management System (RMS) aka Total Recall is a COTS product (SQL Total Recall Records management software, developed and supported by DHS Associates) used to assign barcodes and track the individual boxes of records within the Records Center and Vault (RCV) facility (Neosho, MO). It tells RCV staff specifically where in the greater than 400K square foot facility each box of records is located. Without the information in this application, RCV would be unable to locate veteran health records among the 1.9 million boxes of records.

Current Records Management System (RMS) Summary:

• COTs solution provided by DHS, known as Total Recall

• Current size is 21.2 GB as of March 2022.

• SQL 2019, 81 Fields, tracks 2 million boxes o Total Main Database Fields: 81 o RCV uses 20 of 45 available RMS fields to capture record identifiers o RMS software uses remaining 36 fields to track actions performed by the software user (i.e., issue shelf and barcode label numbers, capture dates/times that records were created, last updated, checked out, destroyed, etc.)

• Used for Shelf Location Maintenance o Generates Warehouse Shelf Labels

• Track Box Locations o Utilizes Barcode Generator to create Text File o Uploads text file into RMS via USB cable o Prints 4x4 inch Barcode Labels o Box is scanned into shelf

• Capture Accession Servicing Data o Identifying credentials are entered by RCV staff contained in each accession o RMS auto-generates during utilizing:

Barcode Label # Retrieval Code (0=In, 1=Retrieved) Current Warehouse Location of Each Box Previous Warehouse Location of Each Box Created Date Last Updated Date Destroyed Code (0=Active, 1=Removed) Destroyed Date

Figure 5 – Generates .txt file to create custom barcodes for all boxes in accession

Figure 6 – Text file data that is uploaded into RMS to create labels

Figure 7 – Examples of RMS custom box barcode and shelf location labels.

• Reports o Empty shelf spaces by bay o Count of all shelf spaces by bay o Cubic Ft. box count by agency and station id o Accession location report of holdings by agency and station id o Boxes temporarily retrieved (recalled) o Accessions meeting retention by station ID and expiration date o Station ID list in numerical order by station number or alphabetical order by city/state

Figure 8 – Example of Box Count Report

Form Status is appropriately changed to RETAINED or DESTRUCTION PENDING based on Station RM signed notice. All correspondence between RCV and Station is saved to corresponding accession number folder.

Figure 9 – Destruction Notice

Label Characteristics

Warehouse Picture 1

Warehouse Picture 2