End of First Week Review
Agenda
Team meeting to review Meridian after the first full week of use.
- CIP Files -- Starting this week, new CIP projects will be added to the vault only (no folders in the hallway). 102-569: Texas Union Building Renovation is the first one added.
- Fujitsu Scanner Settings -- if you change any of the default settings, please change them back to the default when finished. For example, if you switch to duplex, switch back to simplex when done.
- Disposing of paper records / hard copies after document released and completed in vault. Records Mgmt calls for a Quality Assurance process and Destruction process.
- Master Record v. Convenience Copy
- Keywords Added
- Exception to Hire
- Lapse Salary
- Official Occasion
- External Assignee added as a "person" to Next Action list. This would be used when we send a document out of the office for action. Do we want to retain or add individual names?
- To / from -- adding non-UT names and organizations to the list; when to do this and how.
- Drag 'n drop attachments from email doesn't work (will look into to see if this can be fixed); however, you can drag 'n drop the entire message with attachment as an ".msg" file.
- What kind of reports would help you track your work in Meridian?
- What to do about emails that have been imported into the vault (delete from Outlook, declare the vault copy the master?).
Minutes
Attendees: Beth, Sarah, Shannon, Anissa, Amy (Brie out)
- See wiki page for list of CIP files stored in the vault only (no folders in file cabinets).
- CORRECTION: Fujitsu scanner settings
- I found information in the Fujitsu Operator’s Guide about the Default Scan Settings. Contrary to what I said in last Friday’s meeting, duplex is the default setting, not simplex. “Blank Page Skip” is also a default setting which means we can scan a mix of simplex and duplex pages in one file and the scanner should recognize and remove any blank pages. However, the Operator’s Guide indicates that “if the Brightness setting is set to [Dark] or [Medium Dark], blank pages may not be recognized as such by the scanner”. I’m not sure why we picked up extra blank pages in several scans last week – the “blank page skip” setting should have corrected that (maybe it had been turned off prior to last week). For now, I restored the default settings and posted the default scan settings excerpt from the Guide on the Fujitsu Scanner Settings wiki page. There is also a copy on the scanner table.
- When saving a file to your folder in the Fujitsu main folder, apparently both slash marks (/ and ) will work. So, amg\New Document is the same as amg/New Document. I’ve documented this on the wiki on the Fujitsu Scanner Folders page and in the Scan record procedure.
- Put hard copy records in "For Destruction Box". These will go through image QA before being destroyed (shred for confidential or sensitive; tear in half and recycle for non-confidential or sensitive).
- Discussed Master Record and Convenience Copy designations. This will reviewed in Metadata QA.
- Keywords -- add as needed; list will be reviewed by team and cleaned up periodically.
- Keep "External Assignee" and indicate who the assignee is in the comment field.
- Added “NO EID, NON-UT PERSON” in the people list to use when we receive mail that doesn’t require adding a new name to the People list. When using “NO EID”, please include the person’s name and identifying information in the Notes field.
- Drag 'n drop attachments from email to be added to list of Meridian issues / questions / requests for vendor.
- None for now, but team to notify Amy when reports required. FYI: with the Workflow (Under Revision by Me) view enabled, the “Show My To-do List” button in the toolbar is now activated. If you click this button, the Workflow (Under Revision by Me) view will be opened.
- What to do about emails that have been imported into the vault (delete from Outlook, declare the vault copy the master?).
- Didn't have time for the topic; will address at a future meeting.