QREF Iron Mountain Archive Request Process

Transcription

1 QREF Iron Mountain Archive Request Process This document provides information for archiving Qualcomm (paper) documents/materials. Boxes are provided and stored off-site at a secure location. Getting Started While connected to Qualnet, go to the QREF website ( to open the Archive Request Form. **Firefox is the preferred browser for this application** For assistance completing the Archive process send to: qref-it - Request boxes to use for archiving *Delivery Location Location for which boxes should be delivered (defaults to user s office location) *Quantity of Boxes Number of boxes requesting Need by Date Delivery date requested for boxes Comments Enter any comments related to box request

2 - Boxes will be delivered to requested location One barcode label will be included for each box requested There are two parts to each barcode label Remove the top portion of the label and place it on the box Keep the lower portion of the label for and retain for future reference - Complete Archive Request- Part I Once boxes are filled and ready, complete the request for pick up and storage Barcode Number Enter complete Barcode number from label and click GO

3 - Complete Archive Request Part II Barcode Number & Preparer Auto defaults from previous step. *Department # - Defaults to Preparer s Dept#. This can be updated if the contents in the box are for another department. *Content Owner Defaults to Preparer. This can be updated if contents of box are for another person. Note Enter Username; NOT full name *Content Type Select appropriate option from dropdown. This should be the majority of the contents in the box. *Date Range (From / To) Enter the beginning and ending date range of the contents in box. t Contract Alpha/Numeric (From / To) Additional fields to identify the contents of the box. This can be AA-ZZ, 1-10, etc. (Not required) Is there a Retention Requirement? - Select Yes or No (If YES, select the Retention Requirement: 3, 5, or 7 years) *Short Description Enter a short description of the box contents (30 character limit) Long Description Enter a detailed description of the box contents; which can be searched in the future (255 character limit) SAVE AS DRAFT Click to save this information and return at a later time to complete the request COMPLETE Click to complete request and continue to Pickup Details page CANCEL Click to cancel and clear the data on the form Note Attachments (Box Inventory Form) may be attached to the record after pick up details are completed Customer &

4 - Complete Archive Request Pickup Details - Part III *Pickup Location Defaults to Preparer s Office location. Update if boxes are to be picked up from another location Ready for Pickup Date/Time Enter Date and Time for which the boxes are ready for pick up. The default is current date and time. Update if pickup is requested at a later date/time. **Pickup will occur soon after the date/time entered Comments Enter any comments relative to the box pickup GO BACK Click to return to the previous form SUBMIT Click to Submit and complete the pickup request CANCEL PICK UP - Click to Cancel Pick Up request. Archive request information is saved and can be completed at a later time. Note: Use to complete the request Note - Top portion of barcode label MUST be on the box for pickup Note - Once Submitted; Box Inventory Form attachment may be added to the request

5 Add Attachment The Box Inventory Form is available to list specific contents of box. Attach this form to the Archive record for future reference. ADD ATTACHMENT - Click to add an attachment to the Archive record Browse- Select the file to be attached. Click Attach to attach the document to the Archive Record

6 - Standard Search Boxes that have been archived can be searched in two ways. Standard Search to be used when Barcode Number is known or Advanced Search can be used when Barcode is not known. Barcode Number Enter Barcode Number for box and click Search. (Use % for Wildcard search) - Advanced Search Keyword Search Enter a keyword that will be searched across all fields (Note: Use % for Wildcard search) Content Owner- Defaults to employee performing the search; clear if searching for another content owner Submitted Date (From/ To)- The date range of when the archive request was submitted Date Range (From/ To)- The date range of the contents contained in the box(es) Status- Select from the dropdown to limit search results Content Type- Select from the dropdown to limit search results Department- Select from the dropdown to limit search results

7 Search Results Status Change Through the Search Results several different Actions are available. Click on appropriate Action to update the Archive Request. Search results only show those boxes for which the logged in user is either the Content Owner or Preparer. Note: If additional search result permissions are required please qref-it for additional set up. Click EXPORT TO EXCEL to create an Excel file, with the search results data exported Status Submitted/Pending Pickup Draft Request In Archive Box Checked Out Action Options Cancel- The pickup request will be cancelled Edit-Allows information to be updated Complete- Returns to Complete Archive Request form to complete request Retrieve-Initiates the Box Retrieval process Return-Request pickup for archive box to be returned - **Only the person who checked out the box can return the box to archive Edit- Allows information to be updated Note: Multiple records can be updated at the same time if the search is requested for one status. Once the results appear, check the box on the left and make the update to all records. ***Any box archived prior to August 1, 2013 will show Craig Paterson as the Content Owner and many of these records will also have 9999 for the Department (some have correct Dept#). If any of these boxes needs to be updated please contact archive.mail for assistance.

8 Complete Request