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- Open the "All Files (No Classification)" view. Using this view removes all folder structures from the display and allows the document manager to sort all files in the vault by log number or logged date (to do this, double-click on the preferred column header). The Document Manager will perform the metadata QA process for all records in the vault.
- Open the QA Log and locate the log # or date following the last QA review. The QA Log is an MS Excel spreadsheet (stored in the document manager's network folder) that is used to track documents through the QA process. The QA Log also contains the QA Checklist (referenced in step 5) in a worksheet.
- Select the document, show document properties. Starting at the document following the log sequence of the last one reviewed, select the document and show the document properties.
- Open the file in read-only mode. Review the attached file.
- Compare the file to the document properties (see QA Checklist). Compare the file against the metadata (document properties). Accurate and representative metadata will aid in future searches and facilitate document identification and recognition. Refer to the QA Checklist (worksheet in the QA Log spreadsheet) for a list of fields to review.
- Notify the Recipient / VPUO Record Owner. Inform the Recipient of the problem with the scanned image and plans for correction. (Re) Scan record and replace document content. The Document Manager will need to re-scan the hard-copy record and replace the document content in the vault. Refer to the Receive hard copy records process, starting at Step 9 for instructions and relevant procedures.
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- Metadata (document properties) correct and complete? If No, go to step 7. If Yes, go to process end.
- Edit document properties, correct metadata. Update the document properties to change incorrect values or to include additional descriptive information.
End conduct metadata quality assurance process.
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