4. Viewing Information in the Records Retention
Contents
1. LI Locate the icon for Records Retention in the Citrix Program Neighborhood Window If you do not see the icon when you first start Citrix click on the Refresh button in the toolbar If the icon still does not appear you should contact the Help Desk for assistance Records Retention LJ Once you have located the icon for Records Retention double click it to open the application LI Once Records Retention has started you should see the Records Retention Startup Page as shown below mm Records Retention and Inactive Records Storage o x File Si Welcome to the Records Retention Application ol x Welcome to the Records Retention Application Select the desired function trom the menu bar located above USER MANUAL RECORDS RETENTION SCHEDULE 3 Using the Records Retention Schedule 3 1 Starting Records Retention Schedule LJ From the menu bar of the Records Retention Application startup page select Records Retention Schedule mm Records Retention and Inactive Records Storage File Exit Ctrl Records Retention Schedule Inactive Records Storage Box Maintenance Ctrl B Inactive Records Storage Shipment Maintenance Ctri 5 You can also start the Records Retention Schedule by pressing and holding down the CTRL key on your keyboard and then pressing the letter R All users of the Records Retention Schedule must have permission to use this application If you are not an authorized u2. If you click on the No button the changes that you have made will be discarded and the Record Class will remain the way it was If you click on the Cancel button you will be returned to the Record Class display form where you can make additional changes 5 2 2 Canceling Changes to a Record Class If you make changes to the fields of a Record Class and then decide that you do not want to save the changes you can click on the Cancel Changes button on the toolbar Ja Ar AIJA gt B i Record Class Information Cancel changes bo the current record When you do this the program will check to see if you have made any changes If changes are detected you will be asked to confirm that you want to cancel the changes Confirm Change q x Changes have been made to this record re vou sure that you wank to cancel eT If you click on the Yes button the program will discard the changes that you have made If you click on the No button you will be returned to the Record Class display form where you can make additional changes or click on the Save Changes button 15 USER MANUAL RECORDS RETENTION SCHEDULE 5 2 3 Error Messages in the Records Retention Schedule The program has been designed to detect many problems that might occur while you are using the Records Retention Schedule In most cases a special Errors form will be displayed that will list one or more messages that will describe the problem or problems t
3. RETENTION SCHEDULE If you do not find a Record Class Example in the Existing Record Types list that meets your needs a field has been provided for you to add a new one to the system Enter the new Record Class Example in the field shown below and click on the button to the right to Add the new entry Add a new Record Type 4dd New Record Type 5 2 7 Changing the List of Business Functions for a Record Class The Business Functions Listbox shows the PTC Business Functions that are associated with the Record Class being edited Modifications to this list can be done using a tool that is started by clicking on the Edit Items gt gt gt button located next to the Business Functions field Note that changes to the contents of this listbox are not saved into the database until the Save Changes button on the toolbar is clicked Business Functions Edit Items gt gt The Manage Business Functions form contains two lists of Business Functions The list of Existing Business Functions that is shown on the left of the form shows all of the Business Functions that are supported within the Records Retention Schedule The Selected Business Functions list on the right side of the form shows all of the Business Functions that are currently associated with the Record Class being edited Rs Manage Business Functions for Record Class 40130 i a ol x Existing Business Functions Selected Business Function
4. displayed in Edit Mode with the new Record Class Code and the Business Functions list filled in In addition the year and month values for all Retention Periods will be defaulted to Zero To complete the process of adding the new Record Class you must click on the Save Changes toolbar button 13 USER MANUAL RECORDS RETENTION SCHEDULE SEPA Turnpike Records Retention Schedule g Oj x a Me HQ DPBAO D rn e Record Class Information Save changes Retention Schedule Record Class Code fac 30 Department Owner Accounting Retention Schedule Record Class Name Onsite Retention Retention Type Years Months Record Description OffSite Retention Retention v Type Years Months Act Event R Eo Doo Pick from list gt gt gt Total Retention Examples include Retention Edit Items gt gt gt Type e Te SUP fo 0 Legal Retention Retention Type i Years Months Business Functions Edit ltems gt gt gt PHMC Code o oe e Record 1 of 203 While in Edit Mode you can change any field that has a Blue background color For most of the fields you can key the new or changed values directly into the field For the Act Event Examples Include or Business Functions list there is a button located next to the field that you should use to edit the field value s 5 2 Editing an Existing Record Class There are three buttons on the toolbar that ar
5. example the Record Class General Report is being run As before a form will be displayed to retrieve the report from the Crystal Enterprise Report Server and display it to you Please Note At the time that this manual was written there is a bug in the Crystal Report Viewer When you display some of the additional reports from the menu you may find that the first page of the report does not have any information displayed If you scroll forward through the report and then return to the first page the missing information is usually displayed This is a known problem and it will be fixed as soon as a solution is found Wcrystal Report Viewer 0 x x amp ppo ilu lt 1 of 1 gt rom df ese Preview Accounting Administration Departmental and Pro C Program Files Seagate Softvrare WCS Data CO WEBREPORT 1 pageserver Eiai Dain a Pennsylvania Turnpike Commis Fare Collections Accounting Records Retention Schedule Finance With Retention Periods Health amp Safety Human Resources E RecordClass Record Class Name human Resources f Code Record Class Description Human Resources T Information Technoloc Internal Audit Legal Maintenance Marketing and Custorr Office of Equal Oppor Operations Center Payroll Property Managemen Purchasing Risk Management Secretary Treasurer s O oil In the Record Class General report you will see a list of Business Functions in the column shown on the lef
6. E vent Close If you change the Onsite and Offsite Retentions the program will automatically calculate what the new Total Retention should be This occurs only when you save the record 21 USER MANUAL RECORDS RETENTION SCHEDULE 5 3 Deleting a Record Class from Records Retention Schedule If you need to remove a Record Class from the Records Retention Schedule a toolbar button has been provided to start the delete process This button has an icon of a trashcan on it and is located to the far right side of the toolbar AEPA Turnpike Records Retention Schedule Qi M 2 Qilwawso gt fi Record Class Information Delete the current Record Class the current Record Class When you click on the delete button a form will be displayed asking you to confirm that you wish to delete the current Record Class The form should display the Record Class Code and the first line of the Record Class Name so that you can confirm that the correct Record Class will be deleted a8 Confirm Delete for Record Class o x Tou have asked to delete a Record Class Please confirm that this i what you intend to do by clicking on the OF button or cancel the delete request by clicking on the Cancel button Record Class Code 40250 Record Class Name a name Cancel If you do not wish to delete the Record Class that is shown on the Delete form click on the Cancel Button to return to the main display form If you do wish to delet
7. PENNSYLVANIA TURNPIKE COMMISSION Records Retention USER MANUAL For Records Retention Schedule USER MANUAL ep RECORDS RETENTION SCHEDULE Table of Contents Me COMTI N EN NA AE NE A E E E E E 2 1 1 About the Records Retention Application ccccccccecceecsecseceeeeeeeeeeeseeceeceecseseeseeseeseesaees 2 2 Starting the Records Retention Application ccccccceccsecceeeeeeceeceeeeeeeeeceeeeeeeueteeeeeeseeteeeeaees 3 2 1 Accessing the Records Retention Application cccccceccecceeceeeeeeeeeeeeeeeeeceeceecseseeeeeseeeaes 3 So Using th Records Retention SCNCOUIC 2 cct csercededeansededacsesdedescsededeaserdedeausedsasesgedezeeszodadeaes 4 3 1 Starting Records Retention Schedule cece ceccseeceeeceeeceeseeeeeceeeceeeseeeseeesaeseueseeeseeees 4 4 Viewing Information in the Records Retention Schedule cc cecceecceeeceeeceeeeeeeeeeseeeeeeeeeees T 4 1 Moving through the Record CIaSSes cccccccseccsseceeeceeececececeeecaeeceeceecueseuesaueceeeseeeeeeeaas T 4 2 Moving to a Specific Record Class Code ccccccccccceccceccceeeaeeceeeeeeeeeeeseeeeeeseeeseeseeeseeeaeeeaes 8 4 3 Limiting Which Records are displayed using the Select TOol ccccccccecceeeceeeeeeeeeeeseeees 9 4 4 Limiting Which Records are displayed using the Custom Selection tool c ceceeees 10 4 5 Removing Limits on Which Records are Displayed cc
8. ame aaa Description a description ace RECORD_CLAS ACT Activity Event testing Business Functions Accounting Examples Include Retention Periods 2Y OM AT l In the upper left corner of this form are two buttons that are very useful There is a Printer icon that will send the report that you are viewing to a printer When you click on this button a form will be displayed where you can select what printer you wish to send the report to ai Crystal Repor x amp amp Previa USER MANUAL RECORDS RETENTION SCHEDULE The button to the right of the printer button shows a small envelope with a red arrow pointing into it This button is the Export Report button and it will permit you to save this report to a file that you can send to someone else or store for future use When you click on this button you will see a form that looks very much like the same form that you would see if you were saving a document in Microsoft Word At the bottom of this form is a field labeled Save as Type This field shows all of the different file types that you can save the current report to While you are free to choose any of the available type to save your report to the recommended format is Adobe Acrobat pdf This file type will save the report exactly as you see it on your screen and can easily be sent to someone who may not be able to view other file types 6 2 Viewing Printing Other Records Reten
9. cccccecceeeeeeceeeeeeseeeeeeeeeseeeeeeaees 11 4 6 Changing the Order in Which Records are Displayed ccccccecceeceeeeceeeceeseeeeeeeaeeeeees 12 5 Adding New or Editing Existing Record ClaSSe s cccccccceeceeeceeeceeecaeeceeeeeeseueseeeseeeseeeees 13 5 1 Adding a New Record Class ccccccceccceccceeceeeceeeceeceeeseeaseceuecaeesaeesaeesaesaueseesaeeseesaeesanes 13 O22 Edinan EXSINI Record Class n E E EE E E 14 92 1 Saving Changes to a Record Class rs ceu ss ceconasy canton acceaars e Ene TEES 14 5 2 2 Canceling Changes to a Record Class cccccccceccseeceeeceeeceeeceeeeseceeeceeceeesaeesaeeaeesaees 15 5 2 3 Error Messages in the Records Retention Schedule ccc ccceccsecceeeseeseeeeeeeeeeeeeeeeees 16 5 2 4 Required Fields in Records Retention SCNEdUIE ccccccsecceceaeeceeeeeeeeeeeeeaeeteeeeeees 16 5 2 5 Setting the Act Event for a Record Class ccccccccccceccceeeceeeceeeeeeseeeceeeseeeseeeseesaeesaees 17 5 2 6 Changing the List of Record Examples for a Record Class cccccceeceeeeeeeeeeeeeeeeeees 18 5 2 7 Changing the List of Business Functions for a Record CIA SS cccccceceeeeeeeeeeeeeeees 19 5 2 8 Working with Retention Periods for a Record Class cccccceccsecceeceeeceeeeeeeeeeeaeeeaees 20 5 3 Deleting a Record Class from Records Retention SCNeEdUIe ccccceccseeeeeeeeeeeeeeeeeees 22 6 Working with Records Reten
10. chedule does not have Data Administrator permissions you will not be able to perform any of the tasks that are described in this section 5 1 Adding a New Record Class The toolbar button for the Add a New Record Class tool is shown as a blank white sheet of paper a0 PA Turnpike Records Retention Schedule Wi a a Als O 44h Ww amp peels plead iainaton Add a New Record Class 4 Once you click on the button to add a new Record Class you will see a form where the Business Function that is to own the new Record Class can be selected aw Add New Record Class E oj x Select the Business Function that will Own this new Record Class and then click on the Agg Record Class button 4dd Record Class Cancel The reason for this is that the owning Business Function determines the first part prefix of the new Record Class Code After you select the desired Business Function and click on the Add Record Class button the program will do the following 1 The Business Function that you selected will be used to determine the prefix for the new Record Class Code 2 The highest numbered Record Class that is currently in the system with the same prefix is found 3 The number part of the highest existing code is broken out and ten 10 is added to it 4 The prefix and the new number will be added together to make up the Record Class Code for the new Record Class When this has been done the display form will be
11. e involved in the process of editing records Until you enter Edit mode by clicking on the Edit Record button you will not be able to see the other two Save Changes and Cancel Changes The Edit Record button is shown as a yellow pencil over a yellow piece of paper a0 PA Turnpike Records Retention Schedule Fa a A i T Record Class Information Edik Record Once you enter Edit mode two things will happen to the toolbar First the Edit Record button will disappear and be replaced by two other buttons The second change is that all other buttons on the toolbar are disabled while you are in Edit mode G a AG HAAShlwn rng 5 2 1 Saving Changes to a Record Class When you make changes to the fields of a Record Class you must click on the Save Changes button on the toolbar 14 USER MANUAL RECORDS RETENTION SCHEDULE ae PA Turnpike Records Retention Schedule Q2i A 8 738 80 Record Class Information Save changes Pear Class Cede The Se ol When you do this the program will check to see if you have made any changes If changes are detected you will be asked to confirm that you want to save the changes Confirm Change x Changes have been made to this record Do you want to sawe the record w con This could be your last chance to cancel any changes that you have made to the Record Class If you click on the Yes button the program will try to save the changes that you have made
12. e the Record Class that is shown on the Delete form click on the OK button and the Record Class and all associated records will be removed from the system 22 USER MANUAL RECORDS RETENTION SCHEDULE Working with Records Retention Schedule Reports A number of reports have been created for the Records Retention Schedule The actual number of reports that are available to you will depend on the level of permissions that you have been given in the Records Retention Schedule All reports in the Records Retention Application were created using Crystal Reports 8 5 and are stored in the Crystal Enterprise Report Server When you request a report in the Records Retention Schedule a special form will be displayed that will retrieve and display the report to you 6 1 Viewing Printing the Single Record Class Report The Single Record Class report prints details about the current Record Class that is being displayed on the form To view the Single Record Class Report click on the Printer icon that is located on the toolbar ZEPA Turnpike Records Retention aL a A hl sa s F AaPrint the current Record Class A window will be displayed that shows the Crystal Report for a Single Record Class crystal Report viewer lo xi x amp amp F s jox 4 1 ofi gt gt m dh a Preview Pennsylvania Turnpike Commission Records Retention Schedule Single Record Class Report Record Class Code AC2S0 Record Class Name a n
13. ecord O Page Up Move to the Previous record O Page Down Move to the Next record O End Move to the Last record USER MANUAL RECORDS RETENTION SCHEDULE 4 2 Moving toa Specific Record Class Code A Find a Record Class tool has been provided to permit you to move directly to a specific Record Class The toolbar button for this tool is shown as a Binocular Icon Jo Ma a As lies When you click on this button you will be asked to provide either a PTC Record Class Code or a PHMC Code The tool determines which type it is by looking at what you enter PTC Record Class Codes include both letters and numbers PHMC Codes are all numbers If you enter a value that has only numbers it is assumed that you are looking for a Record Class using a PHMC Code Otherwise the tool assumes that you have provided a PTC Record Class code x Please enter ether the PTC Record Class Code or the Ok PHMC Code that you wish to fired _ ok Cancel USER MANUAL RECORDS RETENTION SCHEDULE 4 3 Limiting Which Records are displayed using the Select Tool The Find a Record Class tool that was described in the previous section locates a specific Record Class and displays it Many times this will be the quickest and easiest method for finding information about a specific Record Class At other times you might not know what the PTC Record Class Code or the PHMC Code for a Record Class is In cases like this you
14. elect a field select a comparison operator gt lt or lt gt Select a value to select on Add an additional requirement using a logical operator AND OR or click on done 5 Repeat steps 1 to 4 until all requirements have been entered oo eS While this tool provides a very flexible mechanism for selecting which records will be displayed it does have some limitations These limitations are generally found when attempting to add highly complex selection statements that combine the OR and the AND logical operators 10 USER MANUAL RECORDS RETENTION SCHEDULE Example Use For this example we will build a custom filter that will display all Record Classes that have a department owner of Engineering Construction or Engineering Design LI Click on the menu item for the Custom Selection tool LJ Look in the window at the bottom of the form If you see any text there this means that there is already a filter applied that limits which record classes will be displayed To remove the current filter click on the New Filter button LI Locate the word OWNER in the Fields Available list and click on it The word OWNER should be displayed in the Current Selection Filter box and a list of possible Owners should be displayed in the Field Values list LI Click on the equal sign button An equal sign should be added to the Current Selection Filter box LJ Find the line in the list of Field Values that says Enginee
15. elected 4ctEvent Use New Act E vent Cancel If you do not find an existing Act Event in the list a field has been provided on this form for you to add a new Act Event In this case you should click on the Use New Act Event button to move the new text to the Act Event field on the main display form The Cancel button will return you to the main display form without making any changes to the Act Event field 17 USER MANUAL RECORDS RETENTION SCHEDULE 5 2 6 Changing the List of Record Examples for a Record Class The Examples Include field shows specific types of records that are associated with the Record Class being edited You can make changes to this list by using a tool that is started by clicking on the Edit Items gt gt gt button This button located next to the Examples Include field Note that changes to the contents of this field are not saved into the database until the Save Changes button on the toolbar is clicked Examples elude Edit Items gt gt The Manage Record Class Examples form contains two lists of record types The Existing Record Types list on the left side of the form shows all Record Types that are currently in use in Records Retention Schedule but not associated with the current Record Class The Current Record Types list on the right shows all of the Record Types that are currently associated with the Record Class being edited ox Exis
16. fo Total Retention ey ae Retention abede Examples include Type Asma Years Months gendas Agendas and Meeting Notices SUP fo jo Annual Audit Work papers Batch Edit Reports Legal Retention Retention Type Business Functions Accounting Facilities Finance PHMC Code fi Legal Group NONE Record 1 of 203 Years Months a ee p At the time when this User Manual was written there are three permission levels in the Records Retention Schedule 1 General User 2 Data Administrator 3 User Administrator Note that the permissions for both Data Administrator and User Administrator can be assigned to a user to effectively create a fourth permission level If you are a General User you will be given access to functions designed to provide you with read only access to PTC General information This means that you will not be able to change information within the Records Retention Schedule Your toolbar should look like this a0 PA Turnpike Records Retention Schedule Moo MY Al Mh 4 b gt om lf you have been assigned Data Administration permissions your toolbar will contain additional buttons that provide access to functions to add change or delete information in the Records Retention Schedule Your toolbar might look something like this Qii M 2 A2i O M4 gt mn amp USER MANUAL RECORDS RETENTION SCHEDULE If you have been assigned User Administration permissions your toolbar will have
17. hat the program encountered iol x Errors were found in the record that you just edited Please review the errors listed below The following required field was lett blank MAME Close The Errors form can be moved to the side so that you can see both the messages that are displayed in the form and the display form for the Record Class that you are editing Once you have read the messages and have made any needed changes to the Record Class you should close the Errors form by clicking on the button that is labeled Closed 5 2 4 Required Fields in Records Retention Schedule Certain fields in RRS are required These fields are 11 Record Class Code 11 Record Class Name first line only O Record Description If you leave one of these fields blank and try to save the Record Class you will see a form stating that a required field was left blank The name of the field or fields will be listed below the error message ox Errors were found in the record that you just edited Please review the errors listed below The following required field was left blank DESCRIPTION Close 16 USER MANUAL RECORDS RETENTION SCHEDULE 5 2 5 Setting the Act Event for a Record Class The Act Event field on the Record Class form is directly editable You may enter text for an Act Event directly into the field In order to save keystrokes and to provide more consistent text in this field a tool has been provided that
18. ill quickly removing any limits that you have placed with those tools As shown in the image below the Select All Records tool is located to the right of the Select Specific Records button on the toolbar Clicking on this button will remove the current limit and cause all records to be shown again AEPA Turnpike Records Retention Sched Mo MY A ee G Record Class Informatio Select All Records L CO aard Clan Mada 11 USER MANUAL RECORDS RETENTION SCHEDULE 4 6 Changing the Order in Which Records are Displayed When you start the Records Retention Schedule the records are shown in PTC Record Class Code order There may be times when you wish to view the records in a different order To permit this the Change the Sort Order tool has been provided The button for this tool is located just to the right of the Select All Records tool button PS Turnpike Records Retention Schedule Jo Aa AMS wo gt pee E ely _ _ At this time the sorting can be done on any of the three fields shown below and can be in either ascending or descending sequence E Select Sort Order for Record Classes oj x Sort on this feld In this order f Ascending Sequence C PHMUC Record Class Code C Descending Sequence C Department Owner Execute Sort Cancel 12 2 USER MANUAL RECORDS RETENTION SCHEDULE Adding New or Editing Existing Record Classes If your user account in the Records Retention S
19. orm 5 2 8 Working with Retention Periods for a Record Class In the Records Retention Schedule Retention Periods have two parts e Retention Type e Retention Duration in Years and Months The Retention Type can be have the following values e lt blank gt e ACT e SUP e MAX e IND For details about the definition of these Retention Types see the Records Retention Schedule manual When you select a Retention Type for the OnSite Retention the program will determine if other Retentions or values are needed or permitted The table below shows some of these situations Type Onsite Years amp Months are enabled Offsite Retention Type Years amp Months are enabled Onsite Years amp Months are enabled An Act Event must be entered Offsite Retention Type Years amp Months are enabled Offsite Retention Type Years amp Months are disabled Offsite Retention Type Years amp Months are disabled Offsite Retention Type Years amp Months are disabled 20 USER MANUAL RECORDS RETENTION SCHEDULE As noted in the table above if you select a Retention Type of ACT for the OnSite Retention you must provide an Act Event If you do not do this when you try to save the Record Class you will see the Errors form with a message stating that this is a requirement lolx Errors were found in the record that you just edited Please review the errors listed below If Onsite Retention Type is ACT you must provide an ACH
20. permits you to pick an Act Event that has already been used with another Record Class Unless you know that the Act Event for the Record Class that is being edited is a new one it is recommended that you use the tool to select the Act Event To access this tool go into Edit Mode and click on button that is labeled Pick from list gt gt gt This button is located to the left of the Act Event field ck E vent Pick from list gt gt gt Once you have clicked on this button the Select Act Event form will be displayed You can now select an Act Event from the list provided After you have selected an existing Act Event click on the Use Selected Act Event button The Act Event that you picked will be moved to the Act Event field on the main display form si Select Act Event Ioj x Existing ACHE vents Completion of the brannual bridge peior OA cccccsseesseeensseenrseeeeeseee For federally funded projects the date that the project is completed For federally funded projects the date that the project ts completed For all other records the date th For federally funded projects the date that the project i completed For all other records the end of For federally funded projects the date that the project is completed For all other records the end of January 1 2000 The date of disposal The date of final submission The date that emnlaoument iz terninated ae 4 F Mewn Ach E vent a Use S
21. ring Construction and click on it The string Engineering Construction should be added to the Current Selection Filter box in single quotes instead of double quotes LI At this point you should see the string OWNER Engineering Construction in the Current Selection Filter box LJ Now we need to add the second half of the filter Remember that we want to see all records that are owned by Engineering Construction OR Engineering Design LJ In the center of the form you will find a button that is labeled or Click on this button and you will see the word or added to the current filter LJ Now go through the same steps as above to add Engineering Design to the filter Find and click on the word OWNER in the Fields Available list Then click on the equal sign Finally click on the line that says Engineering Design in the Field Values list LI The Current Selection Filter window should now have the following OWNER Engineering Construction or OWNER Engineering Design LI Click on the Done button and you will be returned to the main display If you scroll through the Record Classes now you will see that the only records that you can see have an owner of Engineering Construction or Engineering Design 4 5 Removing Limits on Which Records are Displayed The last two sections showed you how you can limit which Record Classes are shown to you A tool has been provided that w
22. s Administration Ea Accounting Departmental and Project Management Engineening Design and Construction Environmental Facilities Fare Collections Finance Health amp Safety Human Resources Benefits Human Resources Employment Human Resources Training Information Technology nterrial Audit Legal Legal Intellectual Property Logistics and Transportation Maintenance Marketing and Customer Service Maternals Management Office of Equal Opportunity Developmer Uperations Center Payroll x Done HEE 19 USER MANUAL RECORDS RETENTION SCHEDULE gt To add a new Business Function to the Record Class that you are editing select the Business Function from the Existing Business Functions list on the left Then click on the button in the middle of the form with an arrow pointing to the right This will move the Business Function that you selected to the Selected Business Functions list To remove a Business Function from the current Record Class select the Business Function that you wish to remove from the Selected Business Functions list Then click on the button in the middle of the form with an arrow pointing to the left This will remove the Business Function that you selected from the Selected Business Functions list Done When you are done making changes to the Selected Business Functions list click on the Done button and you will be returned to the main display f
23. ser of the application you will see the following on your screen mm Records Retention and Inactive Records 5 lOl x File EC I Errors were found in the record that you just edited Please review the errors listed below ti Yoy are not authorized to use the Records Retention Schedule If you see this message displayed and you feel that you should be an authorized user of the Records Retention Schedule submit a System Security Request form through your manager or supervisor to request access USER MANUAL RECORDS RETENTION SCHEDULE If you are an authorized user you will see the following form on your screen Note that the exact contents of what you see on the screen can vary depending on the specific permissions that you have for the Records Retention Schedule 51x Ee EEE hee Retention Schedule Retention Schedule OnSite Retention Retention Record Class Information Record Class Code ect 30 Department Owner Accounting Record Class Hame Accounts Pavable Management Reports Record Description Aecords that are related to the review and management of the accounts payable function Includes reports that are used to reconcile accounts Type Years Months SUP fo a Offsite Retention Does not include the actual vendor invoices and supporting documentation See Retention ACTO0 for Accounts Payable Invoices and Vouchers Type Years Months Act E vent January 1 2000 Matt fo
24. siness Functions you will be returned to the main display form where only Record Classes that are associated with the Business Function that you picked will be shown USER MANUAL RECORDS RETENTION SCHEDULE 4 4 Limiting Which Records are displayed using the Custom Selection tool The Select Specific Records tool permits selection of records using only one of three preset criteria There will be times when this is not sufficient The Custom Selection tool has been provided to attempt to address most requests for limiting which records are displayed As shown in the image below the Custom Selection tool can be found by clicking the dropdown arrow immediately to the right of the Select Specific ae button on the toolbar Te ar AJ fll sg a Custom Selection r Record Class The form shown in the image below is the Custom Selection tool Fields Available Field Y alues P eet E cal K LEGAL_RETENTION_PERI Ea USER_RETENTION_PERIO lt gt TOTAL_RETENTION PERIL Mew Filter Cancel Done Curent Selection Filter The box on the left which is labeled Fields Available shows a list all of the fields in the Record Class table that you can search on Once you pick a field from the Fields Available list a list of all unique values that are currently available in all Record Classes will be shown in the Field Values list The process for building a custom selection is basically S
25. t have changed since the date used li 124002 Once you have entered a date for the report there will be a short delay and then you will see an Excel Workbook open The program will add pages to the Excel Workbook and fill in the appropriate information from the Records Retention Schedule When the program is done you can save the new PHMC Report to a file on your computers hard disk C drive or to a Network folder a a2 E a a So hed alt x ie amp A S z 3 Ti ct REC RDA RETENTION SCHEDULE i 4 ADDITION OF AHEHDMENT ranner ki La i l ak a i lt bisia a a aa a T KPAE i mme p E ae PER ees HHH a mt ma Pee Pe I Hi Th E EE Fil mine curd Fl nt F a pio x al Falbr E w E E te arte ad iT ind Gide p rin E1 and taba E chon wd anche a dit der tor G years fo 42 43 we p x 44 45 45 7 aa CIEN pe Paget eget of Reged a Pagel if Pagedt Reged f Reged rages Teepiote E mi Pandy MPA WEstart Kinta Hors Bi Reconds Feten fh FecondkAsten Deecords Feten Eshak Se Se OE r 25 USER MANUAL RECORDS RETENTION SCHEDULE The process for running and viewing the remainder of the other reports in the menu is the same as described for the Single Record Class report Jj a A T T PHM Report Record Class General Report Record Class Admin Report Record Class Comparison Report PTC to PHM Cross Reference In this
26. t side of the Crystal Report Viewer form If you click on one of the Business Functions that are shown there the Crystal Report Viewer will show the first page of the report that contains information for the Business Function that you selected 26
27. the button for accessing User Security Management functions This permission grants you the ability to add or remove users to the Records Retention Schedule as well as to change what permission other users have in the system Your toolbar might look like this i PA Turnpike Records Retention Schedule oe MD NSE ue gt mt There will be some users who are granted both Data and User Administration permissions If this is the case your toolbar will include all of the buttons for all functions Your toolbar will look like this Qi MA AM Ww Wh gt HW BR USER MANUAL eS RECORDS RETENTION SCHEDULE 4 Viewing Information in the Records Retention Schedule 4 1 Moving through the Record Classes There are two basic methods for moving from record to record while in the Records Retention Schedule The first uses navigation buttons that are located on the toolbar Maa From left to right the purpose of each navigation button is O Move to the First record O Move to the Previous record O Move to the Next record O Move to the Last record As you move through the records the state of the navigation buttons can change For example if you are viewing the first record the buttons for Move First and Move Previous will be disabled The second method for moving from record to record is through the use of the keyboard The following keys have been assigned equivalent functions to the Navigation buttons O Home Move to the First r
28. ting Record Types Curent Record Types 1968 Contours Batch Edit Reports General Journal Reports Access and Control Reports Accident Reports Accident Review Board Documentation Account Distribution Accounts Status Reports ACT26 Notification Actual to Budget Reports Agendas and Meeting Notices Aggregates Gradiations Agreement of Reimbursements Done Air Quality Analysis Report Amendments Annual Audit Work papers Annual Reports Annual Valuation Report Applications Add a new Record Type Add New Record Type T Ii i GL ow Soc om T u a i OL i Z E 7 a O Tr te i Ww To add a new Record Class Example to the Record Class that you are editing select an example from the Existing Record Types list of the left Then click on the button in the middle of the form with an arrow pointing to the right This will move the example that you selected to the Current Record Types list To remove a Record Class Example from the current Record Class select the example that you wish to remove from the Current Record Types list Then click on the button in the middle of the form with an arrow pointing to the left This will remove the example that you selected from the Current Record Types list 5 Done When you are done making changes to the Record Class Examples list click on the Done button and you will be returned to the main display form 18 USER MANUAL RECORDS
29. tion Schedule Reports ccccccceecceeeeeeeceeeeeeeseeeeeeeeeeseeeseeees 23 6 1 Viewing Printing the Single Record Class Report cccccccceecceeeceeeceeeseeeeeeeeeeseeseeeseeeaes 23 6 2 Viewing Printing Other Records Retention Schedule Reports ccccccseeceeeeeeeeeeeeeeeees 24 1 USER MANUAL RECORDS RETENTION SCHEDULE Overview 1 1 About the Records Retention Application The Records Retention Application is actually two inter related applications Records Retention Schedule and Inactive Records Storage Inactive Records Storage is made up of two smaller components Box maintenance and Shipment Maintenance Records Retention Schedule manages information about the many types of documents that the PTC creates receives and uses during the normal course of business Inactive Records Storage manages information about documents that have passed the time requirements for onsite storage and are being prepared for shipment to the PHMC for storage eS 2 USER MANUAL RECORDS RETENTION SCHEDULE Starting the Records Retention Application 2 1 Accessing the Records Retention Application Records Retention has been published under the Citrix Environment The following steps will step you through the process of starting Citrix and the Records Retention Application LJ Open the Citrix Program Neighborhood using the shortcut that should be located on your desktop Citrix Program Neighborhood
30. tion Schedule Reports Most of the other reports within Records Retention Schedule work in much the same way as the Single Record Class Report that was described in the previous section Please note that access to some of these reports is restricted to users with Data Administrator permission If your user account does not have data administration permissions in Records Retention Schedule you will not be able to access some of the reports that are mentioned below The other reports for the Records Retention Schedule are found by clicking on the small arrow that is located just to the right of the button that is used to print the Single Record Class Report When you click on this arrow a menu of additional reports that you are able to view is displayed G3 m 2 QMaeo F PHM Report Record Class General Report Record Class Admin Report Record Class Comparison Report PTZ to PHM Cross Reference 24 USER MANUAL RECORDS RETENTION SCHEDULE The first item in the menu is the PHMC Report This report is actually an Excel workbook that is sent to the PHMC with updated information on our Records Retention Schedule When you request the PHMC Report a form will be displayed asking you for a date for the report The program will use this date to select only those Record Classes that have been added or changed since the date that you select 01x Flease enter a date for this report The generated report will contain all Record Classes tha
31. would have to browse through the Record Classes one at a time until you find the one that you are looking for In order to make it easier to find Record Classes two tools are provided with the Records Retention Schedule The first of these tools is the Select Specific Records tool The other tool is the Custom Selection tool This section describes the Select Specific Records tool If this tool does not help you to find the Record Class that you need look at the next section of this manual for a description of the Custom Selection tool The toolbar button for the Select Specific Records tool is located just to the right of the Find a Record Class tool button AEPA Turnpike Records Retention Sched Mo MQ alas o Record Class Infor Select Specific Records Bernd Class Code When you click on the toolbar button you will see a form that permits you to select which record classes will be shown by using lists of values for three different fields a8 Select Which Record Classes You Want To See oj x ou can select records by using the following feld Business Function Record Types Record Classes Select all records Close For example if you click on the small arrow located on the right edge of the box that is labeled Business Function you will see a list of all Business Functions that are currently used in the Records Retention Schedule When you pick one of these Bu
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