S02 - RFQ PD Attachment - RCV-RRS Roles and System Status.xlsx
XLSX spreadsheet 184 KB Posted
- Solicitation number
- 36C10A23Q0082
- Issued by
- Not on record
About this file
This document outlines the roles and system status of the Records Storage and Retrieval System (RSS) for the Department of Veterans Affairs. The RSS manages physical and electronic medical records through various system modules and tables that track records through their full lifecycle from initial receipt through storage, retrieval, refiling, and final disposition. Key personnel roles include Station Users, Records Managers, RCV Auditors, and Administrators. The system tracks records in status from draft through destruction across its various form, folder, and report modules. The related solicitation seeks quotes to update the RSS and its underlying commercial records management software to modernize system functionality and user access across the full records lifecycle.
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Text version
RSS System Status
| RSS System Status' | Updated 2/10/21 | ||||||
| 0244 Form Status | 0245 Form Status | Recall Boxes Status | |||||
| AS IS | To-Be | ||||||
| (from Documentation) | To-Be | ||||||
| (from Viso Diagrams) | AS IS | To-Be | |||||
| (from Documentation) | To-Be | ||||||
| (from Viso Diagrams) | AS IS | To-Be | |||||
| (from Documentation) | To-Be |
(from Viso Diagrams)
| 1 | DRAFT | DRAFT | DRAFT | 1 | DRAFT | DRAFT | 1 | DRAFT |
| 2 | SUBMITTED | SUBMITTED | 2 | SUBMITTED | SUBMITTED | 2 | SUBMITTED | |
| 3 | APPROVED | APPROVED | APPROVED | 3 | PRINTED | PRINTED | 3 | PRINTED |
| 4 | COMPLETED | COMPLETED | COMPLETED | 4 | COMPLETED | COMPLETED | 4 | COMPLETED |
| 5 | CANCELED | Pending-RCV Review | 5 | REFILE TABLE | ||||
| 6 | DESTRUCTION TABLE | In RCV Review | ||||||
| 7 | Cancelled | |||||||
| 8 | RCV Approved | |||||||
| 9 | BOL Issued | |||||||
| 10 | Staging | |||||||
| 11 | Discrepancy Resolution | |||||||
| 12 | Remediation | |||||||
| 13 | Remediation Accepted | |||||||
| PDF in shared network folders |
| Refile Folders Status | Refile Boxes Status | ||||||
| Destruction Form Status | AS IS | To-Be | |||||
| (from Documentation) | To-Be | ||||||
| (from Viso Diagrams) | AS IS | To-Be | |||||
| (from Documentation) | To-Be |
(from Viso Diagrams)
| AS IS | To-Be | |||||||||||
| (from Documentation) | To-Be | |||||||||||
| (from Viso Diagrams) | 1 | REFILE | ||||||||||
| 1 | EXPIRED | 2 | COMPLETED | |||||||||
| 2 | RETAINED | 3 | RETURNED | |||||||||
| 3 | DESTROYED | 4 | Recall Completed | 1 | Recall Completed | |||||||
| 4 | Pending Destruction Review | 5 | Refile Pending | 2 | Refile Pending | |||||||
| 5 | Record Manager Review | 6 | Refile Completed | |||||||||
| 6 | Destruction Pending | 7 | Refile Rejection | 3 | Refile Rejection | |||||||
| 7 | Destruction Completed | 8 | Refile Partial Return | |||||||||
| 8 | Destruction Notices Pending | 9 | Refile Pending Exceptions | |||||||||
| 9 | Retain Accession | 10 | Refile With Additions | |||||||||
| 4 | Refile Processed | |||||||||||
| being tracked in excel right now | ||||||||||||
| 7yrs and older is destroyed | ||||||||||||
| Syste | captured in access db right now |
RSS Roles Matrix
| Updated 2/11/21 | ||||||||||||||||||||||||
| Home Menu Access | ||||||||||||||||||||||||
| As Is | To Be | |||||||||||||||||||||||
| Role | Home (News/Alerts/Help Documents/Profile) | RRS User Guide | VA 0244 Forms | VA 0245 Forms | Reports | Admin Menu | Issue Tracker | Station Specific Data | All Station Data | Column1 | Role | Home (News/Alerts/Help Documents) | RRS User Guide | VA 0244 Forms | VA 0245 Forms | Reports | Admin Menu | Issue Tracker | Station Sepcific Data | All Stations Data | Destruction2 | Refile | Master VHA Locator DB | |
| Station User 0244 | X | X | X | X | Station User 0244 | |||||||||||||||||||
| Station User 0245 | X | X | X | X | Station User 0245 | |||||||||||||||||||
| Station Records Manager (RM) /Supervisor/User | X | X | X | X | X | Station Records Manager (RM) /Supervisor/User | X | X | ||||||||||||||||
| RCV Auditor | X | X | X | X | X | X | RCV Auditor | |||||||||||||||||
| RCV Admin | X | X | X | X | X | X | X | X | RCV Admin | |||||||||||||||
| Contractor |
| 0244 Form Access | ||||||||||||||||||||
| As Is | To Be | |||||||||||||||||||
| Role | Read | Write | Edit | Print /Convert to PDF | Delete | Digitally Sign | Upload Attachments | Inventory List | Created PDF of Paper Inventory List | Role | Read | Write | Edit | Delete | Digitally Sign | Upload Attachments | Cancel | Delete | ||
| Station User 0244 | X | X | X | X | X | read only access once service request submitted to RCV for processing | Station User 0244 | X | X | X | ||||||||||
| Station User 0245 | X | X | X | X | read only access once service request submitted to RCV for processing | Station User 0245 | X | X | X | |||||||||||
| Station Records Manager (RM) | X | X | X | X | Station Records Manager (RM) | X | X | X | X | |||||||||||
| RCV Auditor | X | X | X | X | X | X | difference b/w auditor and admin? | RCV Auditor | X | |||||||||||
| RCV Admin | X | X | X | X | X | X | X | X | RCV Admin | X | X | X | X | X | X | X | X | X |
| 0245 Form Access | ||||||||||||||
| As Is | To Be | |||||||||||||
| Role | Read | Write | Edit | Print Form | Delete | Digitally Signs | Role | Read | Write | Edit | Delete | Digitally Signs | Request Digital Copies 20pgs or less | |
| Station User 0244 | X | X | X | X | Station User 0244 | X | X | X | X | X | ||||
| Station User 0245 | Station User 0245 | |||||||||||||
| Station Records Manager (RM) | Station Records Manager (RM) | |||||||||||||
| RCV Auditor | X | X | X | X | RCV Auditor | X | X | X | X | |||||
| RCV Admin | RCV Admin |
| Destruction Form Menu (NEW) | ||||
| As Is | To Be | |||
| Role | Recieves Destruction Notice PDF & Hyperlink | Signed Approval Letter | Digitally Signs Form | |
| Station User 0244 | ||||
| Station User 0245 | ||||
| Station Records Manager (RM) | X | X | X | |
| RCV Auditor | ||||
| RCV Admin |
| Refile Form Menu (NEW) | |||||
| As Is | To Be | ||||
| Role | Fills Out 0245 Form | Print 0245 | Export Report To Excel | what neesd to be in this menu? System caputres most of thes de tails in the 0244 menu | |
| Station User 0244 | |||||
| Station User 0245 | X | ||||
| Station Records Manager (RM) | X | X | |||
| RCV Auditor | |||||
| RCV Admin |
| Reports Menu | ||||||||||||||||||||||||||||
| As Is | ||||||||||||||||||||||||||||
| Role | System User List Report | VA0244 Performance Measures Report | VA0245 Performance Measures Report | VA0244 Audit Report | VA0245 Audit Report | Cumulative - Boxes Received Report | Cumulative - Recalls Received Report | Cumulative - Recalls Received by FY Report | Deleted VA0244 Forms Report | Deleted VA0245 Forms Report | Role | System User List Report | VA0244 Performance Measures Report | VA0245 Performance Measures Report | VA0244 Audit Report | VA0245 Audit Report | Cumulative - Boxes Received Report | Cumulative - Recalls Received Report | Cumulative - Recalls Received by FY Report | Deleted VA0244 Forms Report | Deleted VA0245 Forms Report | Refile | Desctruction Eligibility Report | Desctruction Notice Report | Post Destruction Report | Barcode Download | Shelf Location Maintenance | Accession Workflow Audit Report |
| Station User 0244 | Station User 0244 | |||||||||||||||||||||||||||
| Station User 0245 | Station User 0245 | |||||||||||||||||||||||||||
| Station Records Manager (RM) | Station Records Manager (RM) | |||||||||||||||||||||||||||
| RCV Auditor | RCV Auditor | |||||||||||||||||||||||||||
| RCV Admin | RCV Admin | |||||||||||||||||||||||||||
| Records are eligible for destruction | Records that are past retention date & associated destruction form not signed |
| Admin Menu | |||||||||||||||||||
| As Is | To Be | Manager Users | |||||||||||||||||
| Role | News & Bulletin Content | Agencies | Station IDs | Registered Users | Application Variables | Role | News & Bulletin Content | Agencies | Station IDs | Registered Users | Application Variables | Single Sign On | Assign Users | Delete Users | Restrict User Access | Edit Users | Purge Option | Automate new user request process with no tracking/outside forms | |
| Station User 0244 | Station User 0244 | X | Create Purge option to Remove record storage data that exceeds agency retention (last login date of user, accounts age out/deativated or deleted/fsc goes in and checks who hasn’t logged in in 6 months and then email them/if they don’t login they are deleted) | ||||||||||||||||
| Station User 0245 | Station User 0245 | X | Create email notification that logins are deactivated/purged after 90 days of inativity | ||||||||||||||||
| Station Records Manager (RM) | X | RCV to approve Station Record Manager login only | Station Records Manager (RM)/Supervisor | X | X | X | X | X | X | X | creation option for RM to approve/control acces by their staff to their statins data | ||||||||
| RCV Auditor | RCV Auditor | X | When a station requests storage space, a user can be restircted access to system (form is hidden?) | ||||||||||||||||
| RCV Admin | RCV Admin | X | X | X | X | X | X | RCV Admin is able to Auto assign users to system roles (potentially requiring supervisor approval first) by auto generating 9957 to authorized user, while also verifying that user's current address every 90 days. |
| Master Locator DB Menu | |||
| As Is | To Be | ||
| Role | Master VHA Locator DB Access | ||
| Station User 0244 | X | ||
| Station User 0245 | X | ||
| Station Records Manager (RM) | X | ||
| RCV Auditor | X | ||
| RCV Admin | |||
| Warehouse Maintenace Menu | |||
| As Is | To Be | ||
| Role | Create warehouse shelf locations, generate shelf and box barcode labels, Accession box details (box number, Accession number, station ID, records description, expiration date) 2. Upload barcode scan results to application, Track Box Locations. | ||
| Station User 0244 | |||
| Station User 0245 | |||
| Station Records Manager (RM) | |||
| RCV Auditor | |||
| RCV Admin |
RCV-Total Recall Roles Matrix
| Updated 2/11/21 | |
| Total Recall Commercial Records Management |
1) is a commercial records and information management software
1) enables users to manage physical and electronic records
2) provides records management services to include
- billing and invoicing,
- management of record facilities and customers,
- wireless barcode scanning
- dispatching/routing
| Shelf Location Maintenance | ||||||||||
| As Is | To Be | |||||||||
| Role | Create Warehouse Shelf Locations | Generate Labels | Print Barcodes | Scan Barcodes | Role | Read | Write | Scan Barcodes | ||
| Staff? | Staff? | |||||||||
| Warehouse | X | Warehouse | ||||||||
| VA Inbound Mail | x | x | X | role is used for Refile process | VA Inbound Mail | |||||
| Admin Menu | ||||||||||
| As Is | To Be | |||||||||
| Role | Read | Write | Scan Barcodes | Role | Read | Write | Scan Barcodes | |||
| Staff? | Staff? | |||||||||
| Warehouse | X | Warehouse | ||||||||
| VA Inbound Mail | x | x | X | role is used for Refile process | VA Inbound Mail | |||||
| Reports Menu |
| As-IS | |||||||||
| Role | Empty Shelf Spaces by Bay Report | Count of all Shelf Spaces by Bay Report | Cubic Ft. box Count by Agency & Station ID Report | Accession Location report Report | Boxes Temporarily Retrieved Report | Accessions Meeting Retention By Station ID & Expire Date | Station ID List report | Barcode Capture to shelf location report (RMS), | Blank shelf locations report |
| Staff? | |||||||||
| Warehouse | |||||||||
| VA Inbound Mail | |||||||||
| (distinct team that performs this action), | Numerical Order by Station # or Alphbetical by City/State | (distinct team that performs this action), |
External Roles Matrix
| Role | |
| Pickers | · Physically locates boxes/files in the warehouse once RCV Auditor sends work order |
| · onc ethe box/file has been located, Picker manually updates 0245 form with picking data | |
| Mail Clerk | · Manually captures shipping data on 0245 and ships boxes/files to station once the picker has located the box/file |
VA Transporter · Office is in Washington DC
· Receives Bill of Lading request from User via email
· emails Admin validity of box volume and accession #
· each station has their own process for submitting to VA Transported and will be diffucult to stream line process
· Hospital sends the file, the File room packs boxes on pallets, hospital warehouse works w/ contact to get bill of lading number and calls freight company for pickup Outbound Mail Room · once the RCV picker has found the box/file, the Mail Clerk/Outbound mail Room?? Add shipping datat to the 0245 and form is sent to RCV Audiotor?
System Tables
| Updated 2/10/21 | |||||
| System | Type | As-Is | To-Be | Description | |
| 1 | RSS | Table | VA 0244 | stores accesion receipt & processing actions | |
| 2 | RSS | Table | Warehouse Holdings Table | Barcode Scans are uploaded to Warehouse Holdings Table | |
| 3 | RSS | Database | VHA Master Locator DB | Master lookup database containing |
- Veteran names with associated accession and box sequence numbers where folders are stored
- electonric detailed inventory of individual box contents/paper inventory is converted into searchable PDF
- allows stations ability to share electronic data file w/ RCV to enable uploading the locator db?
- all uploaded data presents in upper case
| 4 | RSS | Table | Desctruction Table | 90 days prior to expiration, system copies VA 0244 ACNO record to Destruction table | |
| RSS | Table | VA 0245 | Table provides hyperlink to express mail tracking # for Station to check package delivery status? | ||
| RSS | Table | REFILE | 1) VA 0245 actions move to REFILE table where Service Requested = TEMPORARY LOAN or COPY |
2) saves tracking & folder processing data from 0245
| RSS | Table | Agency/Station ID | access to data is controlled by agency/station id tables |
| RSS | Active Directory | Used for system login | |
| Total Recall | Table | DB Accession Receipt & Processing Table | Updated with associated scanned accession and warehouse locations |
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