S02 - RFQ PD Attachment - Records Accession Process.pdf

Records Accession ProcessRecords Accession Process

R C

V A u d it o r

R C

V A d m in ro le

R

C V

A u d it o r

R

C V

A d m in ro le

St at io n

U se r

U se r ro le

O R

U se r” r o le

St at io n

U se r

U se r ro le

O R

U se r” r o le

V A

T ra n sp o rt er V

A T ra n sp o rt er

W ar eh o u se

W ar eh o u se

Generating Accession Number, Record Shipment, Receipt, Acknowledgment and StorageGenerating Accession Number, Record Shipment, Receipt, Acknowledgment and Storage

Identifies Veteran Records for storage that need to be shipped to Records Vault

Opens 0244 Template successfully and creates, submits a new VA0244 request (VA0244 Status: Submitted

Pending RCV Review)

Accession number is received

(VA0244 Status:

“Approved”“RCV

Approved”)

VA0244 form is submitted accurately ?

(VA0244 Status:

“Submitted” “In RCV

Review”)

The form is put back into a “Draft” status, the reasons for return are captured and sent back to the Station for corrections (VA0244

Status: Draft)

No

Create warehouse Box barcode labels

(VA 0244 Status:

“Remediation- Accepted” OR “Approved” )

Barcode is scanned to warehouse shelf location (VA 0244 Status:

“Remediation- Accepted” OR “Approved” )

Barcode Scans are uploaded into the system database (VA 0244 Status:

“Remediation- Accepted” OR “Approved” )

Updates database associated to VA0244 table of accession receipt and processing

(VA 0244 Status:

“Remediation-Accepted”

OR “Approved” )

Receives Email notification of the required corrections associated to the originally submitted 0244 form

END

Shipment is sent along with signed VA0244 form (VA0244 Status: BOL

Issued)

Status is changed from “Submitted” “In RCV

Review” to “Approved”“RCV Approved” and

Accession number is generated

(VA0244 Status:

Approved)

Yes

Checks if space is available at Records Vault

(VA0244 Status: Draft)

Yes

Receives a notification that Records Vault Center is full and not to proceed

No

Makes corrections and sends back the 0244 form in 30 days time ?

Yes

Form Status is updated to “Cancelled” , the cancellation date is captured and Station is notified of cancellation

No

Needs to perform additional changes to the

0244 form ?

(VA0244 Status:

“Approved”“RCV

Approved”)

Receives email with necessary changes that are required (VA0244 Status:

“Approved”“RCV

Approved”)

Updates form with the changes requested and notifies station of changes (VA0244 Status:

“Approved”“RCV

Approved”)

Yes

No

Signs VA0244 and forwards copy to RCV

Admin (VA0244 Status:

“Approved”“RCV

Approved”)

Confirms via email with RCV Admin that box volume and accession number is valid ?

Receives a copy of Station’s bill of lading

(VA0244 Status:

“Approved”“BOL

Issued”)

Returned to Station for correction before records can be shipped

No

Yes

RCV Admin is notified (VA0244 Status:

“Approved” “Discrepancy Resolution”)

Verifies if shipment contents have discrepancies or damage (VA0244 Status:

“Approved” “Staging”)

Yes

Emails station about the discrepancies or damage to the boxes, and communicates the action needed to resolve the issue.

(VA0244 Status:

“Approved” “Discrepancy Resolution”)

Boxes arriving physically damaged are either returned to Station OR Vendor for remediation (VA0244 Status: “Approved”

“Discrepancy Resolution”)

No

Receives Shipment Boxes (VA0244 Status:

“Approved” “Staging”)

Boxes with no physical damage are processed

(VA0244 Status:

“Approved”

“Remediation”)

Verifies if Station submitted detailed accession for inventory

Yes

Emails station to request a copy No

Updates VA 0244 to show only warehouse location of first box of accession (VA 0244 Status:

“Approved” )

Changes VA 0244 status to “Completed” and digitally signs VA 0244 (VA 0244 Status:

“Completed”)

Is detailed inventory in searchable PDF digital format ?

Converts to a searchable PDF (VA 0244 Status:

“Remediation-Resolved” OR Completed )

Yes

No

Accession folder is updated with Inventory data associated with Accession Number (containing PII) into RCV network drive

(VA 0244 Status:

“Remediation-Resolved” OR

“Completed”)

Corresponding Accession folder in RCV network drive is updated (VA 0244 Status:

“Remediation-Resolved” OR “Completed” )

Successfully uploads electronic detailed data

(cleansed of PII) inventory of individual box contents into VHA Master Locator database (VA 0244 Status:

“Remediation-Resolved” OR Completed )

Does the detailed inventory associated to Accession exist ?Yes

Email Station and agency records manager to obtain copy.

No

Was copy provided by station or records manager

Yes

Is the form correctable ?

Yes

No

Labels the boxes with the barcodes generated and then places the boxes in the associated warehouse shelf location per generated barcode (VA 0244 Status: “Remediation-

Accepted” OR “Approved” )

Have more than two attempts been made to retrieve detailed accession inventory ?

Yes No

Do Individual Veteran folders associated to medical records exist within the boxes ?

Yes

No

Are the boxes associated to the Accession scanned to the appropriate warehouse locations ?

(VA 0244 Status: “Remediation-

Accepted” OR “Approved” )

Yes

No

Missing Barcodes are scanned to warehouse shelf location (VA 0244 Status:

“Remediation- Accepted” OR “Approved” )

Changes VA 0244 status to “Remediation Resolved” and digitally signs VA 0244 (VA 0244 Status:

“Remediation Resolved”)

Email contact is documented in VA 0244 with email copy of RCV accession number folder (VA 0244 Status: “Remediation-

Accepted” OR Completed )

Receives a digitally signed VA 0244 confirming receipt of records

(VA 0244 Status: “Completed”)

Receives Bill of Lading request

(VA0244 Status:

“Approved”“RCV

Approved”)

Verifies if all shipment discrepancies were resolved

(overages/shortages/damages)

Were any or all of the Accession associated boxes in

Remediation ?

Yes

Yes

Station is notified and changes status to

“Discrepancy Resolution” (VA0244 Status: “Approved”

“Discrepancy Resolution”)

No

No

No

Receives a digitally signed VA 0244 confirming receipt of records

(VA 0244 Status: “Remediation Resolved”)

• RCV Admin confirms warehouse space availability to store boxes exists.

• RCV Admin changes form status to approved.

• Application auto-generates and permanently assigns VA 0244 a unique accession number based on agency and the sequential request number for the current fiscal year (i.e., VHA-20- 0001, VHA-20-0002, VBA-20-0003, NCA-21-0001, OIG-21-0002, etc.)

• RCV Admin manually inserts 90-day auto-cancel date in location field for tracking purposes and location where records will be shelved. General comments (if needed) are captured to relay messages about form processing status.

• RCV Admin prints hard copy of VA 0244 form for dock receiving suspense file that includes shelving assignment location.

If Remediation was opted for a few or all the boxes, then the entire Accession will be in status of VA0244

Status: Remediation- Accepted

If all Boxes associated to an Accession are in good physical condition and

Remediation is not required then the associated status is VA0244 Status: Approved

If Remediation was opted for a few or all the boxes, then the entire Accession will be in status of VA0244 Status: Remediation- Accepted

If all Boxes associated to an Accession are in good physical condition and Remediation was not required then the associated status at this point in the workflow is VA0244 Status:

Completed