S02 - RFQ PD Attachment - RCV Roles and Descriptions.pdf

April 8, 2022

RRS – Roles Matrix (8): Station User 0244 – Station Super User 0244 – Station User 0245 – Station Supervisor or Records Manager – RCV 0244 User – RCV 0245 User – RCV Admin – IT Sys Admin Station Users: Access to data is based on the number of station id codes assigned to the station user’s login profile.

RCV Users & IT Sys Admin: Granted access to data belonging to all agency and stations.

Role Read Access Edit Upload Delete Print

Station User 0244 Station Super User 0244

Accession (VA 0244) – Create New VA 0244 Forms

• Identifies agency records that need to be shipped to Records Center & Vault (RCV) for storage.

• Verifies whether shelf space is available at the RCV.

• Sorts records into like groups by series and expires date.

• Creates, modifies, submits an electronic VA 0244 to obtain an accession number for each set of records to be stored.

• Corrects forms returned to draft status by the RCV.

• Digitally signs 0244s as shipping point of contact.

• Obtains station records manager/supervisor’s digital signature on the VA 0244 to authorize shipment of accession to the RCV.

• Marks boxes with corresponding accession and box sequence numbers.

• Transfers boxes via freight carrier. Documentation includes bill of lading, signed VA 0244, and printed box inventory list.

EXCEPTIONS:

(1) VA 0244 forms may only be edited by station when in draft status.

(2) Station can delete VA 0244 in draft or submitted status. VA 0244 is locked to station once accession number is assigned.

(3) Can print individual VA 0244 forms. Station printing does not change form processing status.

Yes

Exceptions (1) N/A Exception (2)

Exceptions (3)

Station User 0244 Station Super User 0244

Accession Box Inventory Database (VA 0244)

• Used in lieu of folder barcodes to track the accession/box sequence number location of agency folders.

• Adds locations of newly retired folders to accession inventory database.

• Updates inventory database as files are permanently retrieved or moved.

Station VA 0244 Users and Super

Users

Station VA 0244 Super Users

Only

Station VA 0244 Super Users Only

Station VA 0244 Super Users

Only

Station VA 0244 Users and Super

Users

Station User 0244 Station Super User 0244

Accession Number Folders (VA 0244)

• Stores station digital correspondence in matching accession number folder.

Station subfolder only subfolder only subfolder only

NOTE: Establish one folder for each accession number, containing 2 subfolders; one for the RCV and one for the station. The RCV folder is not accessible to the station. RCV can read or copy documents from the station folder and paste (share) new documents to the station folder.

Station User 0245

Accession Box Inventory Database (VA 0244)

• Researches the database to locate the accession & box sequence number containing required folders to retrieve.

No

Accession Number Folders (VA 0244)

• Reviews digital documents in corresponding station accession number folder to locate folders to be retrieved.

Record Retrieval (VA 0245)

• Submits VA0245 form to retrieve boxes/folders from storage.

Record Refile (VA 0245)

• Submits VA 0245 form to return previously recalled boxes/folders to existing box in storage.

• Transfers hardcopy of refile request with corresponding box/folder/document to the RCV for processing.

Record Drop File (VA 0245)

• Submits VA 0245 form to add new folder to existing box or add new document to existing folder within existing box.

• Transfers hard copy of drop file with corresponding folder/document items to RCV for processing.

EXCEPTIONS:

(1) No edits to VA 0245s after submission.

(2) Can delete own VA 0245 requests prior to RCV batch printing. Forms locked after RCV batch printing.

(3) Stations can print individual forms. Station printing shall not change form processing status. Stations do not have permissions to batch print.

Yes Exception (1) No Exception (2) Exception (3)

Station Records Manager or supervisor designee (RM)

Application Administration for Assigned Stations

• Login approval/deactivations for assigned station users.

Accession VA 0244, Accession Inventory Database, Accession Number Folders for Assigned Station

• Includes all functionality of VA 0244 super user.

Yes for logins.

Inherits permissions of previous

VA 0244 and

Yes for logins.

Inherits permissions of previous VA 0244 and VA

0245 categories

Yes for logins.

Inherits permissions of previous

VA 0244 and

Yes for logins.

Inherits permissions of previous VA 0244 and VA

0245 categories

Yes for logins.

Inherits permissions of previous VA 0244 and VA

0245 categories

• Digitally signs VA 0244 forms to authorize records transfer to RCV for storage.

• Digitally signs notices to destroy or retain accessions of records when agency disposition is met.

Record Retrieval, Refile, Drop File (VA 0245) for Assigned Station

• Includes all functionality of VA 0245 user.

VA 0245

categories.

VA 0245

categories

RCV 0244 User

Accession (VA 0244)

• Verifies warehouse space availability.

• Activates station’s “check box” that allows station to input a VA 0244 request for a new accession number.

• Creates VA 0244 forms for any station when exigencies occur.

• Returns correctable VA 0244 forms to station requester.

• Corrects VA 0244 errors where minor oversights occur.

• Cancels VA 0244s requests for station where accession numbers are no longer needed.

• Approves VA 0244s to issue accession numbers.

• Manually captures warehouse storage location, station bill of lading number, and scheduled shipping date in software app.

• Extends shipment receipt date or manually cancels VA 0244 forms of accessions not received by specified ship date.

• Issues VA 0244 form with assigned accession number to station requester.

• Prints/distributes hard copy of VA 0244 to warehouse staff for pending receipts file.

• Inputs VA 0244s of existing accessions store previously by other record centers.

• Manually updates system of changes in shipping/receiving status as they occur.

• Uploads box to shelf barcode scans to system.

Yes Yes Yes RCV Admin Only Yes

Accession Box Inventory Database (VA 0244)

• Access, add, import, modify, delete information contained in the accession box inventory database in lieu of stations.

Yes RCV Admin Only RCV Admin Only RCV Admin Only Yes

Accession Folder (VA 0244)

• Upload email applicable to accession number into corresponding Accession Number folder.

• Access to digital documents contained in the corresponding accession number folder owned by the RCV.

RCV 0245 User

Record Retrieval (VA 0245)

• Batch print VA 0245 retrieval requests from system.

• Delivers hard copies of requests to warehouse crew for processing.

• Transmits emergency scans to requesting stations.

• Manually updates system of changes in retrieval/shipping status.

Record Refile (VA 0245)

• Batch print re-file requests from system.

• Attaches hard copies of requests to warehouse folders to be refiled (where stations failed to include copies when returning to the RCV).

• Delivers hard copies or requests with folders/documents to warehouse crew for re-filing.

• Manually updates system of changes in the refile status.

• Drop File (VA 0245)

• Batch print drop file requests from system.

• Attach hard copies of requests to corresponding folders/documents to be drop filed (where stations failed to include copies themselves when sending to RCV for processing.

• Delivers hard copies of requests with folders/documents to warehouse crew for drop filing.

• Manually updates system of changes in the drop-file status.

Yes Yes Yes RCV Admin Only Yes

RCV Admin

• Approves logins for RCV users.

• Approves logins for Station Record Manager/Supervisor users.

• Can approve logins for station users.

• Maintains training guides and information on system bulletin board.

• Establishes new agency codes in system

• Establishes new station id codes in system

• Performs functions of all other logins except digital signing of forms that require station approval

Yes Yes Yes Yes Yes

IT Systems Admin • Manages application on the network.

Yes Yes Yes Yes Yes

RRS System

• Provides the counter that generates the last 4 digits of the accession number. Resets counter annually on first day of new fiscal year.

• Sends email to notify new users that logins are activated.

• Sends email to notify user retrievals for scanned documents have processed.

• Provides blackboard RCV uses to share training materials and RCV operating status with station users.

• Generates VA 0244 and VA 0245 filled forms, complete with applicable station id, complete requesting station contact information and applicable RCV digital signatures.

• All application data is displayed and stored in upper case text.

VA Positions Station File Room

Station Warehouse Staff

• Inventory/box/transfer hard-copy records to RCV for storage

• Maintain accurate box inventory data for stations

Station ROI Staff • Inputs requests to retrieve boxes/folders/documents as needed for VA business reasons

• Ships previously retrieved boxes/folders/documents to the RCV for return to their storage locations

Station Records Manager/Supervisor

• Approves station logins, sign VA 0244 notices to store, retain, destroy records belonging to owning station

RCV Picker

• Physically locates boxes in the warehouse to process retrievals, refiles, drop files

• Manually updates 0245 form with picking data

• Delivers boxes/files to Outbound Mail Room for shipping to station requester

RCV Mail Clerk

• Prepares hard copy records for express mail shipping to stations

• Manually captures shipping data on 0245 and ships boxes/files to station

RCV Admin Clerks • Receives, logs, and distributes inbound mail

• Updates retrieval, refile, drop file, shipping processing results in software application

• Routes discrepancies via email to RCV Admin for resolution

RCV Warehousemen • Receives palletized record shipments from freight carriers

• Reviews shipments for accuracy/damages

• Manually documents and reports shipment damage/discrepancies to RCV Admin for resolution

• Affixes custom barcode labels to boxes. Scans individual box barcode labels to corresponding warehouse shelf locations

RCV Admins • Senior RCV employees – GS 7 or above

• Space management

• Creates custom shelf and box barcode labels

• Manages software system administration and barcode printer settings.

• Documents intake process electronically from assigning accession numbers through shelving of shipment. Captures processed documents in corresponding accession number folder.

• Establishes customers and station ids in software application.

• Documents overage/shortage/damage issues related to RCV records storage operations.

• Oversees destruction process. Removes expired accessions from database/captures disposal processing data in software application and saves digital documents to corresponding accession number folder.

RRS – Roles Matrix (8): Station User 0244 – Station Super User 0244 – Station User 0245 – Station Supervisor or Records Manager – RCV 0244 User – RCV 0245 User – RCV Admin – IT Sys Admin