March 26, 2010

End of Second Week Review 

Agenda

Team meeting to review Meridian after end of second full week of use.

1. Wizard -- People CC and People Via property issue.  After adding names in the Wizard and selecting Finish, the names are saved in the Stored Document Properties, but are not visible in the List in the Wizard (after selecting "Edit Properties").
2. Wizard -- People tab lookup function "apostrophe" issue.  When searching on a name containing an apostrophe (e.g. O'Donnell), errors are received that result in having close the application.  Not a problem when searching in the vault.  Until we can get the issue resolve in the Wizard, try searching on a part of the name w/o apostrophe (e.g. Donnell).
3. Mail received for people not yet using the vault.  Included mail for Michael under TBD -- should his documents in the vault be routed to Anissa in the interim?
4. Do we need an "Accounts Payable" entry for Accounting in the People list?
5. Duplicate entries in the vault, documents mistakenly added, documents with problems that can't be fixed.  Proposal to add a "non-record" record series with AC+0 retention; retention flag and purge tools would process documents out of the vault.

Minutes

Attendees:  Beth, Sarah, Brie, Anissa, Amy (Shannon out)

1. Will take this issue forward to the vendor.  As a workaround, we can enter names of CC or Via people in the Notes log; typically, however, the names will be visible on the scanned image.
2. Will take this issue forward to the vendor.  As a workaround, continue searching on a portion of the name that doesn't contain an apostrophe or search using a different field.
3. For Michael's incoming mail, Teeyia or Anissa may get some, but otherwise wait until the system is deployed to Michael.
4. No, don't need "Accounts Payable" breakdown for Accounting.
5. We now have a record series for “NON-RECORD”, under ADMINISTRATION ? 03 – RECORDS MANAGEMENT ? 08 – NON-RECORD.  We will use this for documents added to the vault in error (duplicate entries, sent to the wrong office, withdrawn).  Below this list is additional information about the record series and the description that I’ll add to the VPUO Filing System documentation.  If you have documents that fit this case, please reclassify as “ADM-03-08” and include something in the notes about why this is now a non-record.  Let me know if you have questions or need help.
   • NON-RECORD INFORMATION
     Category:  ADMINISTRATION
     Function:  RECORDS MANAGEMENT
     Record Series:  NON-RECORD (or NON-ESSENTIAL RECORD)
     VPUO Retention:  AC+0
     Description & Examples:  Duplicate entries in the vault created by mistake; working copies or withdrawn drafts that have been or will be resubmitted; system error entries (files with programmatic problems or errors that need to be removed and replaced by a new non-problem entry).  Note:  This will not include confidential records submitted to the wrong security level (e.g. VPUO General Files instead of a specific security group).  Notify the Document Manager or System Administrator to remove confidential records immediately (unless the submitter has the authority to reclassify the document and confirms the security was applied correctly).
     Use:  When the need arises, the document creator would reclassify the non-record as such, include a brief summary in the notes section as to why this is a non-record and ensure the document is released, completed and retention start date is set.  Doc Mgr will monitor this record series, confirm completed status and retention start date and ensure that the documents are flagged and removed when the tools are run.  These would be captured in our disposition logs accordingly.
6. We agreed to change the way we record the Document Date in new records.  Since the system will capture the date the entry is logged or created, we decided to use the Document Date (required field in the Wizard) to reflect the actual date on the document received.  I’ll document this for the wiki, but let me know if you have questions in the meantime.
7. I’ve added an All Files (No Classification) view to the Production vault.  This view presents all the documents in the vault minus a folder structure.  You can sort on any displayed column by clicking in the column header.  Let me know if you want columns added, removed or the order changed.