RIMS / Infolinx Quick Guide for Users

Transcription

1 RIMS / Infolinx Quick Guide for Users revised 2016 Contents Action tool bar and home page Icons in use Creating a new box Creating a new record or file Printing box labels Printing record/file labels Searching for items, including a note on destroyed boxes in Infolinx Requesting delivery of boxes from the State Records Center Requesting Pickup OR Returning Boxes or Files to the State Records Center Updating items in Infolinx Tips and reminders Find your Wyoming State Archives Records Analyst: or Manager.aspx

2 Please take some time to get to know the new Action Tool Bar buttons and each of the respective drop down menus: Activity Search and View Data Manipulation Cart Request delivery Search Create Add to cart Request pickup Key word search Update View cart Transfer Query Bulk update Home transfer View Search and replace Labels Export History Home Page Navigation Menu Provides access to the various indicated functions Item Type Tabs To search for various items (Boxes, Records, Retention Schedules, etc.) Quick Search Area Used to enter search criteria for the various fields Action Buttons Executes specific actions through the drop down menus: Request, Transfer, New, etc. Home Page Grid Displays queried results in a list that can be sorted by any column

3 Common Icons This Person Icon indicates this box or record-file is in custody (with this individual). This Building Icon indicates this box has been destroyed, transferred to the State Archives for permanent retention, or returned permanently to the agency. It is no longer part of the State Records Center. This Shelf Icon indicates this box is located at the State Records Center on the shelf location listed (e.g , ) This Box icon indicates this file has been identified belonging to a specific Box and belongs to the Records Management Unit. Italics Box descriptions in Italics indicate that this box has been removed or destroyed. Creating a new box Important! Do not enter records scheduled Permanent. Call your analyst for more information. Note: New Box labels are automatically generated by Infolinx and sent to your Label Queue. See Printing Box Labels for this step. 1. You will need to enter a new box number and update all data for each new box. (If you ve made mistakes, your box(es) can be updated at any time.) 2. Click on Data Manipulation 3. Select Create (takes you to the Create A New Box Screen) 4. Enter Box Number Tip: Create a Unique Box Number to fit your requirements Up to 11 characters or spaces per box number: Examples: or A or 2011-Adm-01, etc. 5. Enter Dates From and Thru with the following format: dd/mm/yyyy Tip: to the right of the date box is an icon which allows you click on the date desired. 6. Tab to next section. 7. Enter your Department/Agency (if not already populated), then click on search to view Agency Divisions and Sections. NOTE: If not pre-populated, click on your Division/Sections. 8. Enter New Box contents/ information in the Contents Box

4 Tip: The first 3-5 Lines of your contents will be listed under Bar Code Label 9. You can copy and paste this information as before. 10. Enter the respective RS Code for this box in the box field under RS Code. You must enter an RS Code before you can save the box. Tip: RS Codes were previously referred to as Retention Schedules or AR-1 s. It is helpful to identify the RS Code you will be using prior to creating boxes from an RSS Listing. Enter a % in the field box under RS Code. This allows you to select a code. 11. Click Save & Close button to return to the home page grid. Need to create more than one box in a series? Click the Save & New button to continue. Do not click Save & View and also Save & Close A duplicate box will be created! But, if you do, just call your Records Analyst so the duplicate box can be deleted as soon as possible. Rolled plans (construction drawings, maps) are tracked like boxes. (Plan # = Box #) Be sure to click the Rolled Plan checkbox!. Creating a New Record or File: 1. Click on Data Manipulation 2. Select Create (takes you to the Create New Record or File Screen) 3. Complete Record/File information Tip: Not all fields are required for each record. Note: Land information applies to agencies using legal land descriptions. 4. Click Save & Close button to return to the home page grid. Need to create more than one file in a series? Click the Save & New button to continue. Then click on Home. 5. To transfer new records or files to a box: a. Select files under Records/Files tab b. Click on Activity drop down menu and select Transfer. c. Click the Search button in the right middle of the page, next to your name. 6. Click on Box and enter the barcode in the Box Bar Code field or box. a. Click on Search and box will appear below. Make sure it s the right box and the file you ve chosen is in the correct field! b. Press the green transfer button.

5 Printing Box Labels Turn popup blocker off on your browser! You can t print labels with it on. Check that your prints are set to actual size. Don t make any other print size adjustments. Labels: Avery Labels 5168 or equivalent (Don t make paper labels and tape to box, please) Option 1: Manage Label Queue from the navigation bar 1. Click on Labels box 2. Select Archives 5168 Box Label Queue 3. Follow the process for the boxes and labels you need to print; you can start by viewing the labels to be printed Option 2: from the Activity drop down menu 1. Start on the home page 2. Select the boxes for which you re making labels 3. Click on Labels under the Activity button 4. Choose Archives 5168 Box Label and print Label position 1 Label position 2 Label position 3 Label position 4 Layout for Avery 5168 labels Once your labels are printed, close the Adobe Reader preview window. You will return to the Infolinx Manage Label Queue screen. Be sure to delete printed labels from queue. Printing record/file labels optional Use Avery 5160 label stock Under Manage Label Queues, select Avery 5160 Record Label Queue View labels, then print.

6 Searching for items (boxes, records, places, retention schedules, etc.) 1. Click desired item (boxes, records, etc.) under Item Type Tab. 2. Enter department and division in appropriate boxes. 3. Click on the Search Field (Date from, Date thru, Box number, etc.) and enter search criteria, such as bar code number, etc. Enter as much limiting information as you have. Use: Box numbers; Box Bar Code numbers; Dates from & through; Data from the contents, etc. 4. Click search, or press Enter. Then click the Go button (far right) or Enter. 5. Clicking on the top of a column sorts by that data (e.g. box number, date from, etc.) Tip: Holding down control and typing F opens up a search box in Infolinx and in many other types of documents and browsers. Did your search return zero items? Incorrect items? Too many results? Modify your search. Check spelling, add search data, and make sure you re on the correct item type tab. To start fresh: click on the Clear button. Requesting Delivery of Boxes from the State Records Center Is this a RUSH? Enter Rush items first in RIMS. Also, enter Emergency Request in the Comment Box on the Request Items screen. Please also call Doug Mewis ( ) at the State Records Center, and/or your records analyst. Boxes are normally delivered to you the next work day. If it has been longer than a few days, please call your records analyst! 1. Click on the Box item tab. Locate the box(es) on the home page grid. 2. Click the check box (far left column) next to selected boxes. Please limit to 15 boxes per request. 3. Under Activity drop down menu, click on Request Delivery. 4. Boxes you select will be listed at the top of the Request Items Page. Be sure to verify the location Where Items will be requested to this Location (this is normally your office location). 5. Click on the green Request button in the upper right hand screen corner and wait for on-screen confirmation.

7 Requesting Delivery of Records or Files from Boxes from the State Records Center 1. Click on Box Item tab. 2. Click the checkbox (left side) next to the box that contains the files you are requesting. 3. Under the Activity drop down menu, select Request Delivery 4. On the Request Items screen, enter number of records or files. a. Be sure to verify the box, then type the number of files you want. Click Enter Info. b. In the small table that appears in the lower left, enter identifying information (ID) such as permit #, case #, SSN. Also enter the file label under NAME. c. Optional: add the Reason for the Request in the Comment field box. You will receive a delivery report copy with the delivery, so this could be a good memory aid for you, too. d. Add RUSH Request in the Comments field. 6. Verify all entered information and click on green Request button to submit and wait for on-screen confirmation. Requesting Pickup OR Returning Boxes or Files to the State Records Center Has your location or contact person changed? Change this information first under the User tab or call your records analyst to help you with this. 1. Start with Boxes (or Records/Files) Item tab to locate your boxes. 2. Click the checkbox for each item to be transferred. 3. Under the Activity heading, select Request Pickup. 4. Verify that the staff member who will have the items is listed correctly on the screen. This should include the User Bar Code Number. 5. Click on the green Request button to submit your pickup request. Printing Search Results 1. Pull up and sort your results and click on the printer icon on the page. 2. With this feature, you can print or store your own customized box reports, records/files, listing of your agency users, etc.

8 Updating Items, Boxes or Files Note: You have the option to Update when viewing any box, record or file, or User, by just clicking on the Data Manipulation drop down menu. 1. Click the Item Type tab (boxes, records or files, or users.) 2. Check the item to be updated. 3. Under the Data Manipulation button, click on Update and the screen will go white. 4. Make changes and click the green Update button. TIPS and REMINDERS Permanent records ARE NOT entered in Infolinx/RIMS. Turn popup blocker off on your browser! You can t print labels with it on. Labels: Box labels are Avery Labels 5168 or equivalent; File labels are Avery Has your location or contact person changed? Change this information first under the User tab or call your records analyst to help you with this. Holding down control and typing F opens up a search box in Infolinx and in many other types of documents and browsers. Is this a RUSH? Enter Rush items first in RIMS. Also, enter Emergency Request in the Comment Box on the Request Items screen. Please also call Doug Mewis ( ) at the State Records Center, and/or your records analyst. Boxes are normally delivered to you the next work day. If it has been longer than a few days, please call your records analyst! Please limit delivery requests to 15 boxes or fewer.