Conduct Metadata Quality Assurance

The following describes the quality assurance process used to confirm the accuracy of a record's metadata (document properties). Click here for a print version (PDF).

1. 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.
2. 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.
3. Select the document, show document properties.  Start at the document following the log sequence of the last one reviewed.  Select the document and show the document properties.
4. Review the quality and content of the scanned image.  Compare the image against the original hard copy record.  Confirm that all content is present in the scanned image and that the image quality is readable and complete.
5. Image quality and content okay?  No:  If image quality is poor or pages are missing, proceed to Step 6.  Yes:  End of process.
6. Notify the Recipient / VPUO Record Owner.  Inform the Recipient of the problem with the scanned image and plans for correction.
7. (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.
   
   

End conduct quality assurance (scanned records) process.