Home

EDC Client 5.13 User Manual

1. 47 Fields Dictionary ep 47 Editing the terminology of the software s nssussunsnunennnnunrnnrnnnrnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnne nnn sanas ananas 47 Viewing or printing the software s terminology s s ssenssunsnnnnnnrnnnenunnnnnnnnnnnnnnnnnnnnnnnnnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn 48 ACCOSS LOG ennaii eaaa EARE AN AA E A AR 48 Overview Access Log niece cni deecttesecesadecttectcaceesaisntevaysnctdnessecetasveceseuseestuazedzectineczaccieerse 48 3d EHE 49 Terminating an active SESSION eeseeeseeseseeeeeeeeeeee nenne nnne s nenne antra nnn sata saniya Kanani inamaana nannan sata aus 49 Viewing or printing a list of active sessions seeeeeeeeeieeseeeeeeeen eee en enne nnns nnnn nn nnn natns natns astra as sn assa san 49 System Informat ON 50 Overview System Information 50 Viewing or printing system informations cccceeeeseesseesseeeesneessnesesneeseneesseesseneesaeessnesssneeesnesesnesseneesennesseeees 51 Replicating with the Record Center sscsscssssesserseeseneseesseesseeseessesseeeseaseeeseeeseaseesseaseeeseneseesseeseeeseeesensenesenteaes 51 Configuring the PDP saiia eaa ae a ear eare ar aaa aa aE sdeveivederSuaddueseceahex aAa aasa aa ea a eaaa 52 Purging the Error LO
2. 131 Search options Full Text Search ccs ccesecesseeseeeeseeeeseeeeeneeneeesseeeseeeeseesesneeeseeeneeeeseeeeeeeeseeeseeeneeseseeeesaee 132 Searching for boxes files and images ccsscceseceeseeeseeeeeeeeenseeeeeeeeseeeesneseeneeesneeneneeseeeneeeeneeeeseeeseeeeseeeesees 133 Setting up EDC for full text search cceecceeeceeseeeseeeeseeeeeeeeeeeeenaeeesaeeeseeeesneseneeeseeeneeeeseeeneeeeseeeseeesenseseeeneeee 133 Viewing or printing search results 134 Batch indexing boxes and fil s anctore eiecit devo ndeer aaa a a peau cuz el Eea SEa Va SC Pen use due 134 Viewing or adding keywords 1 eiecit ecc eren ee orn eie reete esc senses Ea EE Ea a E E A eE E ae TANE EPMA EO ANAT EENAA PEE ESMEE SAAE 135 List of separating Characters a eerie a pea tent ce aa aeaea e ap Rue cuaetiandanesuuaues Eea aaeeea aeaee 135 gt Repor SOL Joaren Ee A a RaRa EPRE eit 135 OVEFVIEW ee R CODICI Rn 135 Working with reports MD 136 Customizing an imported report cceeccseecssseeeseeessneesseeeseneeseaeencneeseeeeneessanesennaeseaeesueesensensaeeneaeensessqneessoes 139 Working with the Design tab aaeeea aeaaaee aa asaan aaae an aaae a snnm assai nnns nass nass s aaa aesaad Eara 140 Working with the Data tab 6 Internal Localtion 2 ieiunii dues TTE A T TT Overview Internal Location e a a a a ra er e e a aa a nn nnne nnn a natn Aaaa a siens
3. Viewing or editing the default order user 64 Editing the delivery type access cccsseecceseeeeeeesneeeeeseneeeesneneeeeneneesensneesenssnaesensnaesensneesensnnaasesseaeeesseneeessaeaeenas 64 b IIIPE ES e ACTED 65 Editing fields for Doxes iced iiec eee aE a chy AAE a p eae Ear aS inae sdecboieecuaaieesee 67 Editing or adding fields for files s ecccseeeeesseeneesseeeeeesneneeeeseeaesensneecenssnaesessneesensneeseeseeaeeessnaeeesseneeessanaeeneas 68 Editing the Web Search parameters e raa raaa raaa raa aa ama aeaea daaah a Kaana raran aeaa aaaea raakana 71 Exporting Customer Inventory 2 csscceeeeeeseeceseeeeeeeenseeeseeeeseeeneneeeseeeesneesaeeeseeeeseaensneseseeeseneesaeeseeeeseneesaeseeaees 71 Ele MENU aaa A aa Aaa ARa de litle ee en ed 74 Overview Source Location ccs ccsseceeeeeeeeeeeseeeeeeeeeeeeesseeeseneeseeeesneseeeeenseeeeaaeeseeeeseeseeaeeeseeeeseeseeeeeneeeeneeneneneees 74 IS LAB EXE IT eM imeem aa 75 Creating new source locations uueesieeeeiieeeieeeessseeeeeee enne sn nannten nnns nnt nsa stn nsn In sas en sans nass sas n sss sm nsns n nass san 75 Editing Source Berr upprzmeeeecc M M M 75 Deleting source locations e
4. 2007 DocuData Software Corporation Inventory management 95 Note Only active documents in the state IN IN HOUSE and the semi active documents in the state IN TRANSIT can be deleted The internal deletion of a record is irreversible This operation will also delete the document s notes and history All these information can not be recuperated 6 2 8 Editing the information of a box or a file 1 2 3 4 5 Click on Inventory gt Box File from the Main window Find the desired box or file 957 Click on Edit Edit Edit the appropriate information see Fields 881 in the Box and File modules for more details Click on the Accept button to save the changes in the system 6 2 9 Finding a box or a file 1 Click on Inventory Box File from the Main window 2 Choose a way to find the item by selecting an index on the button bar 17 as follows Box DEMO A Client Demo A Ble Vew Find Edt Help sioj x ON A C3 Ofeoxnumber J Number Customer Location Box Number Owner Sub Department Box Number ADMINISTRATION CL Description nepameni End Date Box Number Destruction Date Box Number Entry Date Description BARCELONA Start Date 3 Click on Find gt Find and enter the information to look for Note The cursor moves to the fields of the search index selected in step 2 ONO af Click on the Accept button The system displays what is more similar to the
5. eaa estansia aae ia aaaea aa ea e aei aeaaeae aaa Eaa aV ei aaaea a asni 39 Fields Authorized User ciinei eoi aannaaien sanaaa paea raapia aa anna aE a ataa aaa daea paraaan Eiba aaraa a ie 40 Adding Or editing USCIS cscseicinciisesecsscsnnsscccossersctiersercvaisssnciuctaccaccrecosanadseseuaiendsucnadessecdabiisuesdscbesiecbersasavauseduernainedve 41 Defining the access rights of users 41 Editing password Of USEMS ee M 43 Deleting AOE ao a ni teieiceuioussetatiacseussaseccadeatensabss suey A 44 Viewing or printing a list Of Users ccceeesseseneeseeeeeeeeesseesseneeseeessneseeneessneeseeeesenessaeseenesesneessnesseeesseneeseneeaneeees 44 Printing an authorized user label cccssesssesseeeeeeeesseesseeeeseesseneesseeeseneesaeeesaeseseaesenesseneeseneesseessseesseeeseeesenens 44 US On GIOU E 44 NIE dcl p 44 Fields User Group 45 Adding or editing user groups eeeseieeseeeeeeeeeeeeeee nennen nnns nitet annm ssa in satin assis dass sais assa aa sn aas sn sas sn assa sana 45 Deleting USEF QrOUPS c R 46 Viewing or printing a list Of user groups eese enne nene nnennnnn nennt nnn sana sata a ssn sss sn sas sn sas sn assa sana 46 DICTIONARY E E T 47 D AMISIT
6. esses eene nennen nennen nennen nentes nnne nnne 108 AGING A GOCUMEM e M 108 Viewing or Modifying a document s information sess eene nennen 110 Gonsulting a Document 5 c Enero ree eti i ee Er aee e Ee UE 111 Configuring EDGOVIGW 2 1r riter ne tate desee ecce wed pe Evae do ue eee dete nen eee o da eg 112 Modifying a Document 115 Finalizing a Document 115 Deleting document etre t ren i rer ERE HEP Tere Eti PER HERO EE EET 115 IMAGING Bore c 115 Overview Imagilig ecce ecrire irren tnt EP er rte REO eR DR e eite te eh EDS 115 Opening the Imaging module incendi tinet eiae dede v do bI Dp n D ede deed 116 Scanning and editing documerits 1t ide p rere eee reb EP iet sdidgeitedensts 117 Downloading scanned Imagss oceani treten nnd ni ena rete e Ex EE Seek eine ida dartsenan 117 Saving scanned images tee E ee e e a eene eene erecta 118 Printing SCANNED images pir trn tne ne ea nena ede tebe eee ci pede p Te dade 119 Performing Optical Character Recognition OCR cescecceseesesseeeeeeeeeeeeceeeseeesaeeeaeseeeeaeeeaeseeeeaeeeaeeeeeaeeaees 119 Performing OCR and indexing 5 inet sche ce etre ee cei ety doce oed ege deo ree dac o Deed a 120 Editing OCR indexing ODtIOns 5 2 22 12 rnnt re rete tertie erre de ER ens 120 Indexing documents 121 Sending images
7. 2007 DocuData Software Corporation 138 EDC Client 5 13 User Manual 6 Press Yes to delete the report No or Cancel to abort the operation 7 When all is done press OK Previewing a report Click on Inventory Report from the Main Window Select the report it will appear highlighted Right click on it with your mouse and select Heport To preview the report click on the Preview tab Depending on the chosen report some fields might be making references to the different activity codes ex the codes for the box activities or the delivery activities To understand all the different activity codes see the Activity codes 22 chapter of the Appendix c1 0N Printing a report Click on Inventory Report from the Main Window Select the report it will appear highlighted Right click on it with your mouse and select Heport Before printing a report it would be better to preview it to preview the report click on the Preview tab khOND 5 f printing from the Preview tab click on the Print icon amp If printing from the Design or the Data tab click on File gt Print A window appears Printer Name ae WOOMTLDCO1 PrintetWarehouseDifice 2 Properties Type WDDMTLDCO1 PrirterWarehouseDifice 27 Where Page Range Copies CA Number of copies fi z C Cument Page E Pages Vv Collate Enter page numbers and or page separated by commas For deme 13 13512
8. M 168 Viewing items ona deletion list ectetur oie eio tio tide cue epo equa nece rea aera aaaea ace Li aapea 168 Viewing notes of a deletion list rientro ea a aa aa aaa eaa aaraa ER aaa nra SEAE 168 Viewing or printing the list of documents to be removed from the inventory 169 Viewing or printing volume of boxes on a deletion list cscscseesseeesneeseneeseneesenesseneseeeeesseessneeesnenseneeesnee 169 12 Box and File Maintenance Leeeeeiieieeieeeeseieeei seien nenne manna nnns sn nn neta nmn nasa ss idana da ainia 169 Overview Box and File Maintenance eeeeeeeeeeee eene enne ennt nent ntnnnnn nitri tnn n insita stia sens atras instr snnt 169 Updating fields for several records simultaneously eeeeeeeeeeeeeeeeseeeenes enin nennen nnn nnn annt nn 170 Transferring field content for several records simultaneously cessent 173 Verifying the integrity of boxes and files seeeeseeeieeseeeseeeeeeeeee nennen enn tnn nnns nnnm astra annes asn asa nna 175 Auto creating printed files eiii usinnan annia a dianian anaandaa naene nnnnsatnna inns ss sn ass nesini snas sana assa asma enan 176 Auto creating In Transit BOXES ueeeseeesseeeeee eise seen e enne enn tnn ntn n nnns s sina as sn sas sn ass sn aas sn ass sn aas sn sata aa sn saa sna
9. Note The SMTP address of the record center must be set before in the System Information module 6 2 27 12 Sending images by fax The images that are locally stored or called back from the off site record center see Downloading images 1 7 can also be sent by Fax 1 Click on File gt Fax from the maging module A window appears 2007 DocuData Software Corporation Inventory management 123 Images Sending Fax Range Pages Subject Annual review C Al amp Current Notes C Pages Review annex IV and VII From to Format Z Recipient v OK X Cancel Help Note The window normally opens without any indication 2 Select the images that must be sent via the Range options more than one image can be selected when choosing the Current option one simply has to press on the Ctrl button while selecting images Enter a subject and notes if so desired then enter a recipient and a fax number in the appropriate fields Choose a file format TIF PNG or PDF and press OK to send images 3 Select the device from which the images will be sent in the window that is displayed and click on the OK button 4 The images are automatically sent to the specified recipient A dialog box appears indicating that the transmission has been completed or in some cases failed Press OK to terminate the action 6 2 27 13 Importing an image The images that are imported must be supported by the followin
10. It is only necessary to click on the drop down button and to choose one of the available formats Regular Small Very small These formats are an internal part of the software Note Two fields in the System Information module refer to these labels and allow to set the default format The present operation only overrides these default formats for the current session When EDC is closed and re opened the settings of the System Information module will apply again e Simple Interface This option lets you simplify the interface in order to speed up the different processes in EDC This is especially useful for people using Citrix e Exit Alt F4 This option allows to end the current session and to close EDC A similar option is present in every module but only closes the related module The Help menu e Contents It opens the contents of the help file for EDC It is then possible to navigate within this file and to find any additional information about all the software functionalities e Change Language This option opens a window which allows to change the display language of EDC for the current session English Anglais French Francais V OK X Cancel 2007 DocuData Software Corporation System overview 31 It is only necessary to click on one of the available languages and to accept the operation The chosen language will be used by default during the entire session unless changing it again f
11. 108 EDC Client 5 13 User Manual previously Click again on the OK in order to accept this second addition or click on the Cancel button to terminate the operation Note When copying boxes the number of new items has to be changed because two boxes cannot have the same number 6 2 26 Managing Electronic Documents 6 2 26 1 Principles of Electronic Management Where can add and access electronic documents Electronic documents can be added and accessed via the File module This option is only available if the version of EDC Client is SAE Semi Active Electronic For more information on EDC Client versions please refer to the Introduction 1o topic or contact our sales representatives at sales docudatasoft com What is an electronic document An electronic document is first and foremost an electronic file which is why it is situated in the File module The way it functions is very simple a file is created in the module for tracking purposes as if it was a physical document and one or many electronic documents or folders are attached to the said file Electronic documents can be searched for through the Search or the Full Text Search module What can we do with electronic documents Any of these electronic documents or folders can be modified and saved to your convenience Moreover previous versions can be consulted along with the latest one If the document is being used by another user one can also vi
12. Copy a scanned image from the current file 1 Keep the wanted image on the screen and click on Edit gt Copy Image 2 Exit EDC and paste the related image in any wanted location Paste a new image in the current file 1 Capture or copy an image 2 Open the File module find the wanted file and open the maging module 3 Click on Edit gt Paste New Image A window appears aj Inches Number 0 00 2 C Centimeters X Cancel Help 4 Enter a width for the new image either inches or centimeters and press OK The new image is automatically added to the current file Do not forget to save this image when exiting the Imaging module 6 2 27 16 Editing a scanned image When documents have just been scanned but are not saved the images can be modified For example when a document is scanned recto verso the header of the verso image is upside down Then it is necessary to rotate this image with a 180 angle As soon as it is saved the 2007 DocuData Software Corporation Inventory management 125 content of a scanned image cannot be modified anymore It will be displayed printed and exported as it was modified and not as the original scanned content 1 Click on Image from the Imaging module 2 Select one of the following items from the Image menu e Rotate gt 90 180 270 Arbitrary Mirror Horizontal Vertical Negative Scale to gray Sharpen Smooth Contrast gt Increase Decrease
13. lek Size 85x11 Note An OCR template can contain many recognition zones that will be identified by a number following the creation order as in the previous window Enter the identification name for the new template and click on the Add button to create its first recognition zone A window appears 2007 DocuData Software Corporation Corporate information management 67 OCR Zone xi Location Left an Width 0 00 Inches Top 0 00 Height 0 00 C Centimeters Rotation angle OCR options None Entire zone C Prefix MUS C Prefix and suffix C 80 degrees a to C 270 degrees v OK X Cancel Help Location distance to the Left and the Top of the template Width and Height for the zone on scanned documents Rotation angle determine characters orientation reading 0 90 180 270 OCR options content of the zone to be recognized Entire zone Prefix From To Prefix and suffix Enter desired parameters in appropriate field and click on the Accept button The new zone will appear in the first window opened in 3 Repeat the operation to create new zones or select one and click on the Delete button to delete it or on the Edit button to modify it 4 Click on the Accept button from the window shown in 3 5 Click on the Close button from the window shown in 2 5 2 14 Editing fields for boxes 1 Click on Customer gt Customer Information from the Mai
14. Status Indicates where the list is in the treatment process CREATED the list is being created it can still be edited or deleted LOCKED the list has been electronically sent to the off site record center and it cannot be edited or deleted AUTHORIZED the list has been authorized generally by sending a fax to the off site record center and it cannot be edited or deleted TRANSFERRED the list has been processed and the concerned documents have been transferred Description Description of the current list For Indicates the authorized user that has created the list A list can only be modified or erased by its creator Approved Indicates the date when the list has been authorized Processed Indicates the date when the list has been processed 6 10 3 Transfering semi active documents to another site 1 Click on Inventory Transfer List from the Main window 2 Click on File gt Create List 3 Enter a description for the list and click on the Accept button 4 Perform one of the following actions e Add items with Edit Add Items The added documents must be in the IN state 2007 DocuData Software Corporation Inventory management 165 e Add items from a list by on Edit gt Add from list A window appears Box Number C Box RC Number C Box Field 1 C Bar Code v OK X Cancel Help Check off the related option and write the corresponding information in the empty fie
15. Disposal lists for specific restrictions can be produced through the Disposal List module This module allows to edit view or print information about restrictions and enables the addition or deletion of restrictions A restriction must be associated to a document type in the Hetention Schedule 77 module fete um wv Hs Available report e list of restrictions Fields s4 see the next section Tasks e Creating or editing a restriction 8 e Deleting a restriction 84 e Viewing or printing document types associated with a particular restriction 841 e Viewing or printing a list of restrictions 847 Module s window Restriction DEMO A Client Demo A MeF Ele View Find Edt Help uung ey Ree J Code RESTRIC Spanish Description RESTRICTION English Description RESTRICTIONS 2007 DocuData Software Corporation 84 EDC Client 5 13 User Manual 5 6 2 5 6 3 5 6 4 5 6 5 5 6 6 5 7 5 7 1 Fields Restrictions Code Required alphanumeric field containing a maximum of 10 characters This field indicates the name the code of the restriction This value will appear in the drop down list associated with the Restrictions field of the Retention Schedule module French Description English Description Required alphanumeric fields containing each a maximum of 80 characters These fields indicate the description of the restriction both in English and French Creating or editing a
16. If the image saving is not done by performing the following steps the system will ask for it when exiting the Imaging module 1 Click on File gt Save from the Imaging module A dialog box appears 2 Save images will become permanent Continue j No Cancel 2 Click on the Yes button to confirm the action 2007 DocuData Software Corporation Inventory management 119 6 2 27 6 Printing scanned images Locally archived images or called back images can be printed see Downloading images 117 1 Click on File gt Print from the Imaging module 2 Enter an interval of pages to be printed in the window that is displayed and click on the Accept button 3 The images will be automatically printed from the default printer Note Printing parameters can be modified by clicking on File gt Print Setup from the Imaging module 6 2 27 7 Performing Optical Character Recognition OCR The Optical Character Recognition OCR allows to convert elements of a scanned image into elements of a text file An image or more exactly its textual content can be read as any word processing file Take note that OCR works better when the image is black and white We recommend 240 to 300 DPI for better results DPI stands for Dots Per Inch Pixels Per Inch the resolution of an image or how many pixels are defined in the boundary of a square inch The image resolution can be viewed in the image information 127
17. Note When information is transferred from the PDT to the software the software should always be waiting for a reply from the PDT first and not the opposite If a communication error like this occurs simply press ESC on the PDT and try to send the results again 7 2 3 4 Returning files to a repository On PDT 1 Log into the PDT This can be done by scanning your authorized user bar code 44 provided by your supervisor 2 Press 3 to access the Processing menu Press 1 to use the REFILE MOVE function 3 Select the type of item to return 1 to return a Box and 2 to return a File Since files will probably be returned more often we will use a file return for this example Press 2 for File 4 Enter the type of location the file is returned to by pressing 1 for a Box or 2 for a Location 5 Proceed to scan and verify the barcode of the location box or location Once this operation is complete exit this function by pressing F7 or CLR to get to the refile move menu 6 Once all the items have been scanned return to the main menu by pressing on 0 and Enter 7 Link the PDT to the computer via the cable or cradle In EDC CLIENT 8 Click on Orders gt Circulation from the Main window 9 Click on File 2Upload refiles moves from PDT 10 A window will appear saying Waiting for PDT On PDT 11 Press or select 2 Send results from the main menu and select 2 CHECKOUT 12 Once completed proceed to log out of PDT by pressing 5 Log Out from the main menu Not
18. Page 1 E Zoom 00 z Import loq 2006 05 12 13 18 c EDCRCN 1 temp DescO txt Import complete 1 Record Added 0 Record Updated O Record skipped Note The test verifies only the first record of the data file that is why the test report will only mention 1 record added updated skipped When reading the import log after a test or after the update if a word or an expression is unfamiliar please check the list of terms below for clarifications CustBoxNo Box Number CustFileNo File number FileOwner File owner BoxOwner Box owner MainDeptName Department SubDeptName Sub department BarCode Alternate label Description Description StartDate Start Date DocType Type UserField1 Field1 UserField2 Field2 UserField3 Field3 UserField4 Field4 UserField5 Field5 UserField6 Field6 DestType Disposal type DestDate Disposal date RangeFrom Range RangeTo Range EntryDate Entry Date Volume Volume InVault Vault Activity State BoxDDNo Box RC number EndDate End Date SourceLoc Source Accesslevel Access level OldCustBoxNo Old box number OldCustFileNo Old file number Location Location 2007 DocuData Software Corporation 190 EDC Client 5 13 User Manual Notes1 Notes Notes2 Secondary notes 8 When the testing and the mistake correction are complete press on the Finish button A confirmation message appears press Yes if you want to continue
19. The item is at the off site record center and is available for ordering IN IN HOUSE The item is present within the in house inventory active documents and is available for ordering ON DELETION The item is on a deletion list cancellation of space After the item is processed its state will change to DELETED ON DESTRUCTION The item is on a destruction list at the off site record center After the destruction of the item its state will change to DESTROYED ON TRANSFER The item is on a transfer list After the transfer its state will change to TRANSFERRED 2007 DocuData Software Corporation System overview 29 OUT The item has been ordered from the off site record center and has not been returned OUT IN HOUSE The item has been checked out of the in house inventory active documents and has not been returned IN TRANSIT or PRE ADD in older versions The item has been entered in the computer s inventory but has not been received at the off site record center The rent charges for items in IN TRANSIT are not billed Once the items arrive at the off site center their state is changed to IN and rent charges begin to take effect PRINTED State effective only for files The item has been auto created in the system and a bar code has been added in the inventory SELECTED The item is currently selected for an order but has not yet been shipped TRANSFERRED The item has been transferred to another
20. The system will then prompt you to give your password for confirmation Enter your password and press OK 9 The importation and or update of the boxes or files will automatically be done 2007 DocuData Software Corporation Inventory management 191 6 12 8 3 Check List This check list will help you make sure that you haven t forgotten anything important during your data importation Please refer to the previous topic for a detailed step by step procedure 1831 Before the importation L Take note that the disposal type and the disposal date cannot be imported via the import wizard this will be available in a future version This information can be imported via the more complex data importation O Make sure that all the values for the Access Level field range from 0 to 9 O Make sure that the Entry Date field is not blank in the file since the current date will be entered as default in the field When importing or updating files O Make sure that the state of the file corresponds to the state of the box it is imported in ex a file should not have the IN state if the box is in the IN TRANSIT state During the importation DATA FILE O Make sure that you have chosen the right data file O Make sure that you have entered the delimiter and the separator in the field only if you are using CSV files If this is not done the entire line will appear in your drop down list MAPPING O Make sure the required
21. When the CustKey 220 is selected the value entered is case sensitive Specifying a date range Using the Search Data icon Click on Inventory Report from the Main Window Click on the Edit button Double click on the report to open it Click on the Preview tab Click on the Search Data icon Q Enter the date in the appropriate fields Press OK Noo BOND In the Data tab Click on Inventory gt Report from the Main Window Click on the Edit button Double click on the report to open it Click on the Data tab Select the master data view that includes the field that specifies the word Date ex PNE 2007 DocuData Software Corporation 140 EDC Client 5 13 User Manual 6 7 DeliveryDate HxDate OrderDate etc Click on the Search icon Q Enter the date in the value column beside the selected date field Note When specifying a date range one must be certain that the dates entered corresponds to the date mask specified in the System Information module 6 5 4 Working with the Design tab All the following operations are available when opening a report in the Report module The design tab is the default tab that will automatically appear when a report is opened For beginner users These operations are mostly used when one wants to add a few things to a report that was previously imported Adding text 1 2 3 4 5 6 Click on Inventory gt Report from the Main Window Cl
22. includes the imaging edition and allows the management the tracking the identification and the retrieval of all documents in electronic form Summary description of tasks performed by the editions of EDC 1 Semi active boxes only edition SB e search view print and edit semi active box inventory se even if off site record center does not use EDC search view print create and edit orders for boxes 2o order and manage non track files 21h add boxes 87 to semi active off site inventory produce disposal 1581 transfer 163 and deletion 17 removal from inventory lists for documents search view print create and edit departments 7 source locations 741 document types 7 and restrictions 831 search view print create and edit users 397 and user groups 4 view print create and edit overdue memos 150 view and print activity reports 150 search view print and edit the English and French terminology 471 used in the software search view and print delivery addresses 84 of orders search view and print an access log 48 to EDC view print and edit document management parameters 54 view print and edit system information s Semi active edition SBF All the functions of the Semi active boxes only edition plus the complete management of semi active files 2251 P Active edition SA All the functions of the Semi active edition plus the following 2007 DocuData Software C
23. 2 Authorized User 4 2 1 Overview Authorized User OONOA BRAWN This module allows to edit view or print information about authorized users ex access rights New authorized users can also be created uf Available report e list of authorized users Fields 4 see the next section Tasks e Adding or editing users 41 e Defining the access rights of a user 41 e Editing the password of a user 431 e Viewing or printing a list of users 44 e Printing an authorized user label 44 Module s window 2007 DocuData Software Corporation 40 EDC Client 5 13 User Manual Name First Name Login Name Email Telephone Language Department Delivery Address Access Level Groups Additional Modules Working directory Authorized User DEMO A Client Demo A loj xi Ele Find Edk Help LG ai a C 21 3 Name E Smith ohn MI DEMO 514 555 1216 Ex English Active Yes Barcode 13N 936 533 Force Password Yes Password expiration o days m exit E c EDC EDCCLRT edm supervisor1 4 2 2 Fields Authorized User Name First Name MI Fields containing the authorized user s identification MI Initials for middle name Login Name This field helps to access directly EDC when set properly Email Field containing the email address of the user Telephone and Ext Field containing the contact coordinates of the user Ext Extension Language EDC software language fo
24. 3 Setup and management of the system esses eeeeeeeeene nennen nnn nn nnn nnne nnns 23 4 Tasks related to inventory e eeeeeeeeeeseeeeeseeeeen eene nennen nnns nnn nn nnmnnn nnmnnn nnmnnn nnmnnn 25 5 Tasks related to ordets uude uel ENAA RAAN NAASE ENEAN uu 27 6 Electronic management of documents eeeeeeeeeeee eese eene nnne nnne nnn nane nnns 27 7 States associated with the circulation of documents eese 28 8 The main WIndOW iiri eed iei LIEN 29 9 Modules associated with EDC software management eee 31 10 Modules associated with customer management eee nnne 32 11 Modules associated with order processing eere 33 12 Setting Up the Printers reete tre ez rnit ea se ee kenne cs nescence aeo r e ria runner eR ria 34 13 Changes since last update 4 eeeieeesieeeeeeeeseseeeeen ente enini n snnm n natn nnns nta nanne nnmnnn nnn 35 2007 DocuData Software Corporation EDC Client 5 13 User Manual Part IV Part V EDC software management 39 Outline Matiagemientl 5 3 1 4 eroe renun cree asada cesare tracce verat ED Sve RE cree en tute ERR ODER is ade cR Ta 39 Authorized Rp R 39 Overview Authorized User
25. 5 13 User Manual Boxes Fields Update Note When clicking on the More button the following window appears It allows to update the extra fields for files 2007 DocuData Software Corporation Inventory management 173 Files Fields Update F Field 20 1 F Field 20 2 F Field 20 3 F Field 20 4 F Field 20 5 T Field 40 1 F Field 40 2 FT Field 40 3 T Field 40 4 F Field 40 5 8 Check the fields to be modified it will activate them and enter the desired information When all has been done press OK to register the modifications that will be applied The system automatically updates the relevant information in the inventory All these modifications will be viewable in the Box and File modules a general change will appear in the history of the selected boxes or files 9 The system will go back to the window opened in step 3 6 12 3 Transferring field content for several records simultaneously 1 Click on Inventory gt Box and File Maintenance from the Main window 2 Click on File gt Field Transfer gt Boxes Files A window appears 3S3 Boxes Field Transfer Number Department v OK x Cancel amp Add Delete Q View d Search allel 3 Click on the Add button to start a selection A window opens 2007 DocuData Software Corporation 174 EDC Client 5 13 User Manual v OK X Cancel Note The same window is dis
26. Cancel 7 Help Note Customer gives the code of the customer From to allows to specify a range of dates for the report Out Count allows to indicate that the report will include only boxes entered before a certain date Include file activity allows to indicate that the report must include also the files contained in the related boxes When this option is checked off the number of inactive boxes will be less important because as soon as a file is active within a box the box is also considered 2007 DocuData Software Corporation 154 EDC Client 5 13 User Manual as being active 3 Enter the desired information in the appropriate fields and click on the OK button The report is automatically produced 6 7 5 Emailing an overdue memo 6 8 6 8 1 1 Click on Inventory Activity Report from the Main window 2 Click on File Email Overdue Memo 3 In some cases the following warning appears Some recipients do not have an email address continue 4 Itis recommended to go in the Recipients 2 31 module to verify if all the recipients have an email address in order to add this information when necessary 5 When the information has been added repeat steps 1 and 2 Enter a range of dates for which the overdue memos should be sent out and press OK 6 The memos will be sent out for all the recipients concerned Note A paper out memo shall be printed for recipients that don t have an e mail address set in
27. Circulation module when going under File gt Refile lists Important Fields RefileListNo EDC generated refile list number CustNo EDC generated customer number which can be seen in the Customer Information module under the System field ItemType 0 Box 1 File DDNo RC number of the item Location Location In_House_Refile_List Module Circulation Description This table stores the information viewable in the Circulation module when going under File gt Refile lists Important Fields RefileListNo EDC generated refile list number 2007 DocuData Software Corporation 226 EDC Client 5 13 User Manual OperationDate Date the creation of the refile list took place OperationTime Time the creation of the refile list took place CustNo EDC generated customer number which can be seen in the Customer Information module under the System field UserNo EDC generated user number List Module Disposal List Transfer List Deletion List Description This table stores some of the information viewable in the Disposal List Transfer List Deletion List module Important Fields ListDDNo EDC generated list number Description List description CustNo EDC generated customer number which can be seen in the Customer Information module under the System field UserNo EDC generated authorized number DestDate Destruction date ApprovedDate Date the list was approved ListType
28. Click on the Edit button Double click on the report to open it Click on the Design tab Click on the Line icon and click on the location of your choice in the report c khOND Adding a region A region logically groups components together This is normally used for layout purposes Click on Inventory gt Report from the Main Window Click on the Edit button Double click on the report to open it Click on the Design tab a fF WOND Click on the Region icon El and click on the location of your choice in the report normally it is in the detail section o For advanced users These operations are mostly used when creating a new report This section is for people that have a very good comprehension of the concept of a database These procedures imply linking fields from the design tab to fields from the data tab Adding DB items DBCalculation Performs simple database calculations Sum Min Max Average Count Click on Inventory Report from the Main Window Click on the Edit button Double click on the report to open it Click on the Design tab c khOND Click on the DBcalculation icon ia and click on the location of your choice in the report normally it is in the detail section Select a Data Pipeline and a Data field from the toolbar To specify a calculation right click on the selected calculation and click on the Calculations menu item Select a calculation in the Calc Type field and select a
29. Directly by choosing a serial label printer in the drop down list The following models are available Datamax Prodigy Max Soabar SPX 360 Intermec 3400 Zebra Z4MPlus When choosing one of these models a COM port has to be selected in the drop down list If the Remote Printer has been chosen an IP address and port have to be specified By selecting a Windows Printer Driver and entering the Printer Name in the field 2007 DocuData Software Corporation System overview 35 Datamax Prodigy Max C XEDCYEDCCLRT BINYE dc View exe a IC EDC EDCCLRTINBIN Edc View ini Note The DC CFG can be accessed by going in the BIN directory of EDC 3 13 Changes since last update These are the changes that were done since the last update Version 4 50 00 3589 Integrate end user report builder with EDC RC and Client 1135 Version 4 50 01 3598 Store explicit keywords separately for boxes and files 107i Version 4 50 02 3581 Accept IN TRANSIT boxes and files on itemized return items 204 Version 4 50 05 3726 Add Added activity in Activity Reports h15 3736 Add ability to import notes 1 and 2 in data import 3737 Allow modifying existin ng boxes with the data import 3762 Added global error log 31 Version 4 50 08 3828 Add command line option to email global log 31 2007 DocuData Software Corporation 36 EDC Client 5 13 User Manual Version 4 50 09 3900 Allow multiple passes
30. LineNo Number given by the system to the text s line TextLine Text contained in the note Holiday Module Holiday Description This table stores all the information viewable in the Holiday module Important Fields Description Description given to the holiday 2007 DocuData Software Corporation Appendix 225 HolidayDate Date of the holiday In House Pick ltem Module Circulation Description This table stores the information viewable in the Circulation module when going under File gt Pick lists Important Fields PickListNo EDC generated picking list number CustNo EDC generated customer number which can be seen in the Customer Information module under the System field ItemType 0 Box 1 File DDNo RC number of the item Location Location Recipient Recipient In House Pick List Module Circulation Description This table stores the information viewable in the Circulation module when going under File gt Pick lists Important Fields PickListNo EDC generated picking list number OperationDate Date the creation of the picking list took place OperationTime Time the creation of the picking list took place CustNo EDC generated customer number which can be seen in the Customer Information module under the System field UserNo EDC generated user number In_House_Refile_ltem Module Circulation Description This table stores the information viewable in the
31. Note If you need the notes to be viewed or entered exactly as they are now in EDC it is best to change this option to No Change Source Location Overview Source Location This module allows to consult and edit the information of source locations New locations can also be created Source locations are generally used to specify where the box came from Source field in the Box module before arriving at the in house or off site record center Available report e list of source locations Fields 754 see the next section Tasks e Creating new source locations 75 e Editing source locations 75 2007 DocuData Software Corporation Corporate information management 75 e Deleting source locations 75 e Viewing or printing a list of source locations 751 Module s window Source Location DEMO A Client Demo A m x Ele Find Edk Help LG ad C 23 Location c OMMERCE Address 1250 COMMERCE DRIVE SUTE 3300 City NEW YORK State NY ZP 12345 Country Telephone 514 555 1122 Fax K514 555 2211 5 3 2 Fields Source Location 5 3 3 5 3 4 5 3 5 5 3 6 Location Required alphanumeric field containing a maximum of 10 characters Indicates the location s code This value will be displayed in the drop down list associated with the Source field of the Box module Location s coordinates Optional alphanumeric fields Details of the location s coordinates Creatin
32. Only documents that are out OUT 225 state can be deleted The documents only are marked as DELETED 225 and the information is not erased from the database If a deleted document is returned to the off site record center later all that is needed is to reactivate it 9 the history before deletion is preserved The deletion process is similar to the one for disposal of documents see Overview 158 in the Disposal List module except for the signed authorization that is not required Only creation printing verification and treatment steps are respected Deletion lists are also displayed in accordance with the management parameters of the organization defined in the Customer Information 54 and Retention Schedule 7 modules A 4 a Fields 168 see the next section Tasks e Removing semi active documents from the inventory 1e5 e Deleting a deletion list 165 e Viewing items on a deletion list 1e e Viewing notes of a deletion list 1e e Viewing or printing the list of documents to be removed from the inventory he e Viewing or printing volume of boxes on a deletion list 1e Module s window amp Deletion List DEMO A Client Demo A iof x Ele View Find Edt Help oaaao mmm List Number 00252 CREATED Description List 2004 01 01 For Smith John Approved Destroyed 2007 DocuData Software Corporation 168 EDC Client 5 13 User Manual 6 11 2 Fields Delet
33. PDT was last updated and the third line gives the amount of memory that the PDT contains 1 Goin the Utilities menu 4 Utilities 2 Goin the Information sub menu 1 Info Defining the number of scans The number of scans a PDT performs defines the margin of error example if a PDT verifies a bar code twice then the margin of error will be smaller than if the PDT only verifies the bar code once In brief it means that the PDT will compare the two scans before accepting the item as the right one Note The amount of time the PDT takes to scan will not change drastically since the verification is very quick 1 Goin the Utilities menu 4 Utilities 2 Goin the Scan count sub menu 2 Scan count 3 Enter the number of scans choose a number between 1 and 2 2007 DocuData Software Corporation Order processing 197 4 The number of scans will automatically be changed Testing the bar code reading This option is useful when testing the PDT to see if it can read the different bar codes 1 Goin the Utilities menu 4 Utilities 2 Goin the Scan count sub menu 3 Read bar code 3 Read the bar code and compare the bar code displayed on the screen with the bar code you have just scanned Selecting a mode of communication only for PHL 2700 80 model This option is mainly used when the mode of communication needs to be changed often if the facility has cables and cradles at its workstations or for the initial s
34. Report Options gt Report Options to include files or notes in the report It is also possible to include boxes or files in IN TRANSIT 225 or DELETED zz A window appears Report Options xi Include Pre Add Notes Deleted Boxes Files v OK X Cancel Set the desired fields to YES and click on the Accept button NC hea Rea e Click on File gt Report Options gt Boxes File gt Select Predefined Box or File Report to choose a pre defined report A window appears Reports lel x al X Cancel gt Select a report and click on the Accept button SIMPLE Note These reports are pre defined in the Customer Information module view the related topic Creating deleting and configuring customer reports 58 A small mark appears in front of the default report selected e Click on File gt Report Options Boxes Files Modify Box or File Report Fields to modify the fields of the report presence and position 2007 DocuData Software Corporation Inventory management 101 Name RIENDEAU MICHEL Field Include Position Number No 4 p RC Number o z Department No 2 Start Date No gt End Date o Withdrawal o 3 4 4 HEHHEHE lale Lle Lale Lale Lale Lale Lale Description o 0 Disposal o 4 2 Activity No 3 bp 4 Ne fea Pf Jf OK X Cancel Help Set to YES the desired fields specify their po
35. See the Activity Codes 2281 topic DestType See the Activity Codes 2281 topic CustListNo List number viewable in the module DeliveryNo Number of the deliveries assigned to the list OnPalletList If the box is check off it means that the list has one or many pallets assigned to it List_ltem Module Disposal List Transfer List Deletion List Description This table stores some of the information viewable in the Disposal List Transfer List Deletion List module Important Fields ListDDNo EDC generated list number ItemType See the Activity Codes 228 topic DDNo RC number of the item CustltemNo Customer number of the item MainDept Main department of the item SubDept Sub department of the item PickState See the Activity Codes lz2 topic Volume Volume of the item CustNo EDC generated customer number which can be seen in the Customer Information module under the System field DocTypeCode Document type code viewable in the Hetention schedule module under the Type field Location Location of the item Orders Request Module Order Description This table stores part of the information viewable in the Order module Important Fields 2007 DocuData Software Corporation Appendix 227 CustNo EDC generated customer number which can be seen in the Customer Information module under the System field RequestNo EDC generated request number State See the Activity code
36. The image resolution is usually defined by the scanner used 1 Click on File gt OCR from the maging module A window appears ptical character recognition x From V OK X Cancel 2 Enter a range of scanned pages to which the OCR applies and click on the Accept button A window is displayed Language nalish Rotation angle X Cancel e C 180 90 C 270 Help Force to one column 3 Select a language for the recognition and a rotation angle for the images if necessary when 2007 DocuData Software Corporation 120 EDC Client 5 13 User Manual images are not scanned in a position that allows a direct reading on the screen they must be reoriented The images are automatically converted in a text file 12334658 EDC SAMPLE MANUAL PAGES 111 1 BEE ejz S uj fio Zoom X Close Record Center User s Manual Version 4 f DocuData Sofhvare Corporation Montreal Quebec Canada This text can be completely or partially selected printed or saved Furthermore a word or an expression can be searched inside the text by clicking on the appropriate button of the report s window 4 Click on the Close button of the report s window to go back to the maging module 6 2 27 8 Performing OCR and indexing As mentioned before the Optical Character Recognition allows to convert an image into a text file Take note that OCR works better when the image is black and
37. The location mask should be carefully thought out so that it accurately reflects the physical storage organization Type Choice field that can contain BOX or FILE Indicates what kind of document will be stored in this storage space Used Indicates the number of documents stored in this location It is automatically updated by the 2007 DocuData Software Corporation Inventory management 149 system and allows to quickly verify the inventory by producing a report The value of this field can be edited in order to make corrections Out Indicates the number of documents within this location that are out It is automatically updated by the system and allows to quickly verify the inventory by producing a report The value of this field can be edited in order to make corrections Capacity present when the value of the Type field is BOX Numeric field that can contain up to the 99999999 number Indicates the number of boxes that this location could contain 6 6 3 Adding or editing internal locations Internal storage spaces must be created before entering active boxes and files in the inventory 1 Click on Inventory gt Internal Location from the Main window 2 Perform one of the following actions To create click on the Add button e To edit select the desired location and click on the Edit button 3 Enter the information in the appropriate fields 45 4 Click on the Accept button 6 6 4 Deleting in
38. a list by on Edit gt Add from text file A window appears Box Number C Box RC Number C Box Field 1 C Bar Code File Name X Cancel Help According to the document type that is ordered check off the related options Example if you want to add boxes by box number check the Box number option Enter a text file name or scroll the directories to find the right text file and press OK Note The files that allow to add boxes that way must be text files and can only contain 2007 DocuData Software Corporation Inventory management 161 numbers displayed in columns e Remove items with Edit Remove Items Enter a number to specify where to start in the selection list e Remove items and change their disposal dates using Edit Remove Items Change Date The item number specified tells the software where to start in the selection list The selected items appear underlined e Add edit or delete notes with Edit gt Notes e Edit the list s description using Edit Edit 6 Perform list s verification by producing a report for example with File gt View report Print report 7 Electronically send the list to the off site record center using File gt Send list to Record Center The state of the list will be changed to LOCKED It could not be edited or deleted unless being reset with the record center by clicking on File gt Reset List with Record Center 8 Print a list for authorization with File gt
39. afternoon and they are to be delivered at the same address they would be grouped together as one delivery the retrieval and shipping costs for all files and boxes will be combined together Life Cycle of a Record These records are usually kept in auser s office or the administrative unit to which they belong Because such records are essential to business operations organizations devote most of their resources staff time equipment and space to the managementand organization of active files 65 75 Many records are no longer needed onan active basis but must be maintained for administrative financial or legal reasons Recordscan remain semi active for many years dependingon the legal or organizational requirements 90 95 DESTRUCTION These records generally constitute the biggest part of an organization s total volume of records They can be stored onsite in a central filing or internal storage area Since these records are notfrequently used they can also be stored offsite in a record center All but 5 to 10 of an organization Timely destruction of archived records eases the management of your semi active records and ensures a more cost effective operation 3 3 Setup and management of the system records are destroyed after their semi active life The remaining records havea historical or research value which requires them to be conserved permanently When im
40. and have a bar code click on the Yes button If not click on the No button A window opens Enter box bar code EN v OK X Cancel 7 Enter the bar code of the box where the files will be stored and press OK Two different situations are then possible e f Yes has been chosen in 5 a window appears and asks to enter the bar code of a file Proceed enter values for the required fields in the boxes which are displayed and repeat the operation to add other files in the same box Click on the Cancel button when finished The files are automatically added to the inventory in the related box The window opened in 6 reappears and allows to repeat the operation for another box e f No has been chosen in 5 a window appears for every required field and allows to enter the desired values Proceed as many times as necessary and click on the Cancel button when finished The window opened in 6 reappears and allows to add files into another box Proceed if so desired or click on the Cancel button to end the operation The files are automatically added to the inventory Note The files can only be added into boxes whose state is IN IN HOUSE IN TRANSIT 6 2 7 Deleting a box or a file 1 Click on Inventory Box File from the Main Window 2 Find the desired box or file 957 3 Click on the Delete button A window appears 2 Delete the current record Confirm Cancel yes JE 4 Confirm the deletion by clicking on the Yes button
41. and press OK Select a table it will appear highlighted and press on the right arrow to send the table in the Selected tables view 4 The table names that will appear in bold are usually related tables that can be added at the same time when using joined data views It is better to use separated table views if one is starting to work with reports since the links between the tables are visible 5 Click on click on Finish or click on the Next button if you want to specify the fields the calculations the groups the search option QOn Note When using joined data views different join types are available Options Tables see also Tables 2 71 This tab shows all the tables available at the top and all the tables that are used in the report at the bottom To add a table to a report double click on it s name in the list at the top and it should appear in the list at the bottom To remove a table from a report double click on it s name in the list at the bottom and it should disappear from the list Table Table selected Table Name Name of the table SQL Alias Name of the table in SQL Join Type Different join types available to edit a join type press on the More button tl Inner Join It discards all rows from the result table that don t have corresponding rows in both source tables Full Outer Join Retains all the unmatched rows from both source tables Left Outer Join It preserves the unmatched rows from
42. been selected click on the drop down button to the right of the field The following window appears S Module OLX EAD 2 gt Circulation S Note The letters to the right of a module s name indicate its access rights S Scroll E Edit A Add D Delete 4 Perform the following steps e To remove access to a module select it in the previous window and click on the Delete button Then click on the Yes button of the dialog box that appears to confirm the operation e To add access to a module click on the Add button from the previous window The list of the module is displayed for addition Select a module to be added and press OK A window appears and allows to select the access rights of the module e To edit the access rights of a module select one in the window opened in 3 click on the Edit button and proceed as before to define its access rights 5 Click on the Close button from the window opened in 3 to finish and click on the Accept button from the window s module 4 3 4 Deleting user groups 1 Click on Management User Group from the Main window 2 Select the desired group 3 Click on the Delete button Note To delete a group it must not be granted to any authorized user see Defining or editing a user s access rights 411 4 3 5 Viewing or printing a list of user groups 1 Click on Management User Group from the Main window 2 Click on File gt View report Print report 3 The report will
43. button to terminate the procedure OONO Note The software automatically updates the state and history of the concerned documents 7 2 6 Tracking the movement of semi active documents stored at a record center that does not use EDC EDC can be used to maintain control over documents stored at a record center that does not use EDC In this case EDC is not linked electronically linked with the said record center The procedure used to track these documents is simple boxes or files just need to be entered as IN TRANSIT making them semi active documents in the Box s and File s modules to become available by checking them into the off site record center through the Circulation 19 module this will change their state from IN TRANSIT to IN and to be ordered as if they were active documents still through the Circulation module In addition the physical location of these documents within the off site record center can also be specified through the Location s amp 1field of the Box module Note The software automatically updates the state and history of the concerned semi active documents 2007 DocuData Software Corporation Order processing 201 7 3 Order 7 3 4 Overview Order This module allows to create delete and edit orders and to consult the information related to the previous orders including their states delivery addresses delivery dates and persons who requested the items Order
44. by Email 121 Sending images Dy fax 2 dive eec pepe eoe enin nd dad Ho Hn ee e ERR teeta E PONE do ipei 122 Importing an image ete Hed oe ee ee E e rete dern ds 123 Exporting imagos isinir scadcateuseeteaveede ss deia deni seteie dud deveedsuscudcapeandnedea 123 Copying or pasting image Serera onar ea e e Deedes de ei DERE RYE ee dea ea ge Pee rb ee eere Git ae 124 Editing a sca nned Image ode en eae ero Dente ede re re i i te te EE E PLE ne ERR ee EP pere 124 Mibi v CERE condenses 125 Password Protecting an image for the web nennen nnne 126 Viewing or editing the keywords of an image nennen nennen 127 Viewing the informations of a scanned image sss 127 IB eMIMEe M DR 127 LNE ua ncc 128 Overview Search eiecit reete rene eie egeta a a ar aa a air LL 128 Searching for boxes or files 5 eerte eerte edocet voce sdy aeaa ES Ea aa ea VEEE TEE EEAS ENE 129 2007 DocuData Software Corporation Contents 7 Adding or removing boxes or files from search results esee esee nennen nnne nnn nnn nnn 130 Viewing or printing search results eeseeeeeeeeeeeeeeeeeee ee eenn nennen nnn nnnm ann nnnn nnns ntn nass ntn nnmnnn nnmnnn nnana 131 A Full Text Search Bem i ete i ae a a ee 131 Overview Full Text Sea Oh a E
45. center This module is for consultation only 2007 DocuData Software Corporation Corporate information management 85 Available report e list of delivery addresses Fields s5 see the next section Task e Viewing or printing a list of delivery addresses 8 Module s window Delivery Address DEMO A Client Demo A m x Ele Find Help LG GO al Ca A a A ores zl 1695 5th Avenue Suite 4410 City New York State NY ZIP 12367 Active Yes Percent Surcharge 0 0 No charge reg delivery N Daily Retums No Quantity 0 Contact Person Name Telephone Fax 5 7 2 Fields Delivery Address Address City Province Postal Code These fields indicate the exact coordinates of the delivery address Percent Surcharge This field shows fees that will be added to the regular delivery charge for this address No charge reg delivery When this field is set to Yes the regular deliveries will not be charged Daily returns Quantity When this field is set to Yes the organization plans ahead of sending a fix amount of boxes back to the record center on a daily basis Contact Person This field represents the coordinates of the person responsible for deliveries at this address 5 7 3 Viewing or printing a list of delivery addresses 1 Click on Customer Delivery Address of the Main Window 2 Click on File gt View Report Print Report 3 The report is automatically printed or display
46. checks using a communication link the state of the concerned document to make sure it is available This step is necessary since another user could have ordered the same document a few moments earlier not leaving enough time for the software to update its state in the organization s database Orders are then transmitted to the off site record center using the EDC Client program Note Any modification on a semi active document triggers the updating and appears in the document s history 99 In a network environment the synchronization and order processes are the same as described above The only difference is that these tasks are usually assigned to only one workstation States associated with the circulation of documents Here is a description of possible document states during their circulation consult the schematic representation following the descriptions DELETED The item has been deleted which implies that the space for the item at the off site record center is canceled and will not be billed for Boxes are generally deleted because they will not be returning to the off site center Note Deleted semi active items are not deleted from the computer system they are only marked as DELETED it is therefore possible to recover the history of deleted items by reactivating them DESTROYED The item has been destroyed at the off site record center DESTROYED IN HOUSE The item has been destroyed inside the organization IN
47. code Series of printed vertical bars arranged in a pattern that represents meaningful characters which may be read by an automated reader The off site record center identifies every box and file with a bar code label to ensure accuracy when files and boxes are entering and leaving the off site center Cache size Number of images that can be archived in house 2007 DocuData Software Corporation 230 EDC Client 5 13 User Manual Company key Series of numbers and letters which identify an organization Associated with the company key is a company password which must be kept confidential within the organization to ensure the confidentiality of informations See also Password Conservation policy Determines if the box and file disposal dates are calculated from their related department or document type The most common policy is to compute disposal dates from the document type Deletion list cancellation of space List of semi active boxes and files which are to be deleted effectively cancelling the space for billing purposes from the system Delivery types The different delivery periods that are offered by the off site record center Destruction list List of boxes including all documents with an expired disposal date The destruction of the items present on the list must be confirmed before the operation can be executed The disposal mode of the document s type will establish in what manner the boxes will be de
48. complicated to retrace which page number corresponds to each document thus the importance of specifying the page interval of each document This section explains how to scan these documents and how to set these intervals 1 Click on File gt Scan from the maging module A window appears different for each scanner engine that allows to set its parameters Perform the scanning in accordance with the current scanner Click on Edit gt Documents to register and identify documents scanned in the file A window opens and allows to enter a description for each scanned image or each group of scanned images AOI Documents mI xi Description v Ok Wimzie A E X Cancel 5 Enter a description for the documents in the Description field or modify the existing description by simply clicking on it Note The interval of images can be modified in the From and to fields of the corresponding line This action is useful when a document has many pages that can be grouped together under the same description a contract for example and its annexes 6 Click on the Add button to register other documents and enter their description or select a document it will appear highlighted and click on the Delete button to retrieve it from the registration 7 Click on the Accept button to confirm documents registration 6 2 27 4 Downloading scanned images The downloading is performed when archives are locally stored see Fields i
49. custom labels for boxes and files 10 The labels are automatically printed for the files that were created in the system 6 12 8 Importing data with a wizard 6 12 8 1 Underlying principle of data importation 1 Data is created in an excel or csv file in this case the data will be the information about boxes or files that one imports it can be the box number the department etc 2 The wizard enables you to associate values from the data file or set default values for certain fields Then certain options can be specified so that the process can be somewhat faster or more specific 3 The wizard creates a description file the role of the description file is to pinpoint where to find the data in the data file and in which field to put it in EDC RC 4 A test can be performed by the import wizard to make sure that there are no problems with the description file this is highly recommended A report is then issued to help correct mistakes when the case arises 5 The importation takes place according to the settings previously chosen and records are added or updated in EDC RC See the related topics for more information Step by step procedure 183 Check List zs 2007 DocuData Software Corporation Inventory management 183 6 12 8 2 Step by step procedure WARNING This operation cannot be undone Performing a back up of the database is highly recommended before going any further This should b
50. documents that have been indexed before When documents are indexed a list can be predefined in the System Information module to prevent the indexation of some words as to from for the etc see Editing noise words The indexing can also be performed by EDC on specific text zones that are predefined in the Customer Information module see Defining or changing an OCR template 651 This function is useful for the auto indexing of invoice numbers for example because they are generally located 2007 DocuData Software Corporation 134 EDC Client 5 13 User Manual in the same zone on images There are three ways to index documents e Auto indexing documents when entering them in the system In the Retention Schedule module it is necessary to activate the Auto index boxes Auto index files or Auto index images for the desired document types The OCR template used by EDC to perform indexing can also be specified e Manual indexing one document at a time when adding keywords to an item the system will not index them automatically so one needs to index the documents by batch right after making changes See Manually adding keywords to boxes and files hast e Batch indexing several documents at the same time See Batch indexing for boxes and files 134 6 4 5 Viewing or printing search results 1 Perform a full text search see Searching for boxes files and images 155 2 Click on File Report Opt
51. e BK SP Delete characters e SPACE SP Insert space between 2 characters Selecting a menu a sub menu or a function menu item Menu and sub menus The menus and the sub menus are displayed vertically and are preceded by a number ex 2 Send results 3 Processing etc To select a menu or a sub menu it is only necessary to press the key of the related number Main Menu 2007 DocuData Software Corporation 196 EDC Client 5 13 User Manual 7 2 3 1 1 Receive 2 Send results 3 Processing 4 Utilities 5 Logout Send and Processing menus 1 Refile Move 2 Check out Utilities menu 1 Info 2 Scan Count 3 Read bar code 4 Cradle Cable 5 Min 2of5 Len PHL2700 only Functions Functions menu items are displayed on the same line in an abbreviated form and are also preceded by a number 1Prv 2Nx etc The functions are accessible when a menu and a sub menu have been chosen and when an item is being processed To activate a function it is only necessary to press the key of the related number In some situations it can be necessary to press the ENTER key after the number Utilities menu This menu is particularly useful to perform tests on the PDT to correct mistakes and to set options Viewing the information of the PDT The information about the PDT is organized in a certain way the first line refers to the version of the PDT ex V 2 16 the second line gives the current date and the date the
52. fields are in the data file excel or csv or that a default value is entered or selected L Make sure all the values are associated to the correct fields O Make sure all the modifications that are specified in the Options are correct O Make sure that the following fields are not put as default Box Number should only be used when doing File import for files that will go in the same box Box RC number should only be used when doing File import for files that will go in the same box Box Old number File Number File RC Number File Old number Start Date End Date Entry Date Bar code Notes 1 Notes 2 When updating existing boxes O Understand that if default values are selected or entered the software will not update the existing information in this these field s Oh When updating boxes in the IN state make sure not to leave an empty location in your data file because the software will automatically replace the existing location by a default holding location Make sure to set a bogus default value like XXXXX for the location field 2007 DocuData Software Corporation 192 EDC Client 5 13 User Manual OPTIONS When updating existing boxes O Make sure that either the box modify only and or the department modify only checkbox are selected in the options When updating existing files O Make sure that either the file modify only and or the department modify only checkbox are selected i
53. group in NO 2007 DocuData Software Corporation Inventory management 143 Reset Group field DBtext Links an empty field to a field in the Data tab Click on Inventory gt Report from the Main Window Click on the Edit button Double click on the report to open it Click on the Design tab c A amp ONA in Click on the DBtext icon A and click on the location of your choice in the report it is often in the detail section 6 Select a Data Pipeline and a Data field from the toolbar DBBarcode Converts the data from a database field to a bar code symbol Click on Inventory gt Report from the Main Window Click on the Edit button Double click on the report to open it Click on the Design tab c A amp ONA Click on the DBBarcode icon a and click on the location of your choice in the report normally it is in the detail section 6 Select a Data Pipeline and a Data field from the toolbar Adding a sub report A sub report is used when a relationship of one to many is present this kind of relationship can also be called master detail relationship it s when for example an order is associated to many order items or when a box is associated to many notes Many sub reports can be included in the same report 1 Click on Inventory gt Report from the Main Window 2 Click on the Edit button 3 Double click on the report to open it 4 Click on the Design tab 5 n 6 Click on the SubReport i
54. list is in the LOCKED state If answering Yes the report will include boxes to check and spaces for authorization signatures This report is generally sent to the record center usually by fax to give the final authorization for the transfer of the documents on the list Furthermore the list is divided by department when the organization is billed by department The list is divided by document types when departments are associated to document types Customer Information 54 and Retention Schedule 7 modules 6 10 8 Viewing or printing the volume of boxes on a transfer list This operation can be useful to evaluate the cost of transferring boxes 1 Click on Inventory Transfer List from the Main window 2 Select the list for which the volume of boxes has to be evaluated 3 Click on File gt View Volume Print Volume Note This report only calculates the volume of boxes files are not included Furthermore the list is divided by department when the organization is billed by department The list is divided by document types when departments are associated to document types Customer Information 5 and Retention Schedule 727 modules 2007 DocuData Software Corporation Inventory management 167 6 11 Deletion List 6 11 1 Overview Deletion List This module allows to remove boxes and files from the inventory of semi active documents The resulting effect will be the cancellation of space for billing purposes
55. modification Person Name of the person that performed the modification or description of the modification Box_Memo Module Box Description This table stores the information viewable in the Box module when pressing on F4 or 2007 DocuData Software Corporation 220 EDC Client 5 13 User Manual when clicking on View gt Notes Important Fields ForeignID In this case this field corresponds to the BoxDDNo RC number of the box CustNo EDC generated customer number which can be seen in the Customer Information module under the System field LineNo Number given by the system to the text s line TextLine Text contained in the note Box Memo 2 Module Box Description This table stores the information viewable in the Box module when clicking on View Secondary Notes Important Fields ForeignID In this case this field corresponds to the BoxDDNo RC number of the box CustNo EDC generated customer number which can be seen in the Customer Information module under the System field LineNo Number given by the system to the text s line TextLine Text contained in the note Customer Module Customer Information Description This table stores the information viewable in the Customer Information module Important Fields CustKey Key assigned to each customer at their creation CustNo EDC generated customer number which can be seen in the Customer Information module under th
56. or a file to the offsite record center s9 Viewing the files of a box s Viewing the history of a box or a file 999 Viewing or editing notes for a box or a file 994 Viewing or printing a list of boxes or files 109 Viewing or printing a list of boxes or files that are out 10i Batch indexing 1021 Adding items to an item set or viewing items of an item set 1053 Printing Imaging separator images 105 Viewing and adding keywords 107 Copying and adding a box or file 107i Managing electronic documents 1081 Window of the Box module Box DEMO A Client Demo A ADMINISTRATION CLOSED CLAIMS 2005 07 08 VARIABLE NTIAL a z 5 Q ska 2 o m m Window of the File module 87 2007 DocuData Software Corporation 88 EDC Client 5 13 User Manual A File DEMO A Client Demo A aps Ele View Find Edt Help DOGS Ofen TTC Name face Hardware Field 2081 E inhoud El Number 100 99 000001 Ee OUT IN HOUSE Partner RC Number 233499 Department PURCHASINGVENDOR PURCHASING FILES E Description INVOICES FOR BUILDING MATERIALS me zi Start Date 2004 01 01 End Date 2004 12 31 D i 2 Note These fields are customizable so it is possible that they do not entirely correspond to the fields in your software 6 2 2 Fields Box and File Number Required alphanumeric field containing a maximum of 20 alphanumeric characters This field contains the number assigned to th
57. restriction 1 Click on Customer gt Restriction of the Main Window 2 Tocreate a restriction click on the Add button To edit a restriction select the restriction and click on the Edit button 3 Enter the information in the appropriate fields 4 Click on the Accept button to confirm the addition or the changes Deleting a restriction 1 Click on Customer Restriction from the Main Window 2 Select the restriction and click on the Delete button Note A restriction must be removed from all document types containing it before being deleted from the system Viewing or printing document types associated with a particular restriction 1 Click on Customer Restriction from the Main Window 2 Select the desired restriction and click on View gt Document Types 3 A window is displayed on the screen indicating all the document types associated with the restriction Note The list can be printed by clicking on the Print button from the report s window Viewing or printing a list of restrictions 1 Click on Customer Restriction from the Main Window 2 Click on File 2 View Report Print Report 3 The report will automatically be printed displayed on the screen Delivery Address Overview Delivery Address This module allows to view or print information of delivery addresses when the organization is linked electronically or by internet with an off site record center These addresses are entered in the system at the off site record
58. sss nsns daearen aaa aaa nai 147 Fields Internal Location 5 niin a cuceeddetbcdeectodneczzadtentecenceessteneeeeutaccacetpeceesdacdes sudeetdestacierteceede 148 Adding or editing internal locations 1eeeeeeeeeeeeeeeeeeeeeeeeeeee nenne nnnm nn nnnnn nn nn ntn n nasi nnns asas nnn nns anna nass nna 149 Deleting internal lOCAtOIS mem 149 Viewing or printing a list of internal locations and their status c cccccssseeceseeeeeeeseeeeeeseneeeenseeesenseeeneenees 149 Printing an internal location label T ACTIVITY RepoLt eiecerunt unl leLi Lue Overview Activity rcu mc E Viewing or printing activity report for boxes or files eeeeeeeeeeeeeeeeeeeneenennne ennt nnn nnne 151 Viewing or printing overdue memos r a a aera e E nenne nennen annia assit nass inta nass sas aE ren E AEn ASEE nans anna 152 Viewing or printing the report of active or inactive boxes eeeseeeeeseeeeeeeeeeeee eene nnn nnn nnn nnn 152 Emailing an overdue merino iere iiie aa a cenae eee erus a aant ero kasd e Ces a aA era moie E gu p A i ccs ASAAN Eis de E Era een en 8 In house Disposal Overview In House Disposal Fields In House Disposal cessccsssssserssnenseesseeenserseceesssenseneesenesseneeseoesacenensersaneesecerssn
59. start printing Here is an example of a typical page of avery labels used to print box labels Note The numbers indicate the printing order of the labels See also the list of supported Avery labels e in the rubric Defining custom labels for boxes and files 10 The labels are automatically printed for the boxes that were created in the system 6 12 7 Auto Creating In Transit Files 1 Click on Inventory gt Box and File Maintenance from the Main window 2 Click on File gt Auto Create In Transit Files Thermal Laser One would choose Thermal to print thermal labels and Laser to print laser labels for these new items A window appears 2007 DocuData Software Corporation 180 EDC Client 5 13 User Manual Number of boxes 4 Click on the drop down button next to the Department field select a department in the list it will appear highlighted and press OK 5 Click on the drop down button next to the Type field select a type in the list it will appear highlighted and press OK Note In order to choose the right document type retention calendar for the files you want to create you can consult the information related to each document type by selecting a type and clicking on the View button The notes related to each document type can also be consulted copied printed or saved by selecting a type and pressing on the Notes button 6 When the department and document type have been selected p
60. state If yes the report will include boxes to check and spaces for authorization signatures This report is generally sent to the off site record center usually by fax or by courier to authorize the final disposal of the documents on the list Furthermore the list is divided by department when the organization is billed by department The list is divided by document types when departments are associated with 2007 DocuData Software Corporation Inventory management 163 document types Customer Information 54 and Retention Schedule 7 modules 6 9 9 Viewing or printing the volume of boxes on a disposal list This operation can be useful to evaluate the cost of disposal of boxes 1 Click on Inventory gt Disposal List from the Main window 2 Select the list for which the volume of boxes has to be evaluated 3 Click on File gt View Volume Print Volume Note This report only calculates the volume of boxes files are not included Furthermore the list is divided by department when the organization is billed by department The list is divided by document types when departments are associated to document types Customer Information s and Retention Schedule 7 modules 6 10 Transfer List 6 10 1 Overview Transfer List This module allows to transfer semi active documents from the off site record center to another site The transfer of documents requires several steps where verification and authorization play an
61. storage center Schematic representation of states associated with a document s circulation Active document Rem entered by an i acte tem in house dertioed I bouse Acti rem become actis fem albbk h borse chededoit e i d inventory HOUSE Tem tic red Kem entered by E MM 7 E an authorized sembacthe user Inventory fem taii ried them PREADD Tem aked b te acte hive ntbry by tans tr Wa PREADD bor Semi active document off site inventory Rem entered by a authorized user ered fem seat the OUT afecte record ce ver Tem retinedon delle ry ein removed Ton tac er let T inoued Tem plac sir ie lkt de transfert fem tastred Tem deztioed DES TRANS TROYED FERRED tem deed 3 8 The main window As mentioned before the Main window is the heart of the program it is where all actions are initiated But also its menus File and Help allow to view major system information and to set some options which will apply everywhere in EDC during the current session These menus are also available in every module of EDC they display or start the same operation 2007 DocuData Software Corporation 30 EDC Client 5 13 User Manual except for File gt Exit The File menu e Thermal Label Options Box or Files This option opens a window which allows to choose a format when printing thermal labels for boxes or files Thermal Labels xi Regular X Cancel
62. the software In house Disposal Overview In House Disposal This module helps to manage the disposal of active internal documents A list of boxes and files meeting certain criteria can be produced Once the list is produced documents can simply be disposed of in the appropriate manner The lists are sorted out by location in order to accelerate the picking Available report e picking list for active documents to be disposed of Fields 5 see the next section Tasks e Producing a picking list of active documents to be destroyed transferred revised or sent for sampling 156 e Transferring active files to a box 15 e Transferring boxes to the off site record center 157 Module s window 2007 DocuData Software Corporation Inventory management 155 6 8 2 Sy In house Disposal ioj x Ele Processing Help Create List Prk Setup ShiteF7 EDC CireBkSp X Ex Ales Fields In House Disposal When opening the module all these fields are not viewable They will be displayed when creating a disposal list These fields can only be considered as filters for the production of disposal lists List Choice field that can be set to File or Box Allows to specify if the list is produced for files or boxes Disposal Drop down field that can contain Non Confidential Confidential Permanent Send to depot Sample Revision or None Allows to specify the disposal mo
63. the non track file has been returned to the off site record center Deleted Indicates if the non track file has been withdrawn from the off site record center inventory and will not be returned to it The content of this field is automatically changed to Yes when a deletion notice is printed for a non track file The content of this field can be manually edited 7 4 3 Viewing or printing reports about non track files Report of all non track files 2007 DocuData Software Corporation Order processing 213 1 Click on Orders gt Non Track File from the Main window 2 Click on File gt View Report Print Report gt Non track files 3 The report will automatically be printed or previewed Report of non track files out 1 Click on Orders gt Non Track File from the Main window 2 Click on File gt View Report Print Report gt Files out 3 The report will automatically be printed or previewed 7 4 A Printing a deletion notice This procedure is used when a non track file must be deleted at the record center The content of the Deleted 212 field is automatically changed to Yes when printing a deletion notice The message is usually as follows This file is not returning to the record center Please replace the file s out card with this notice The previous text can be modified in the Customer Information module consult the Editing the deletion notice template 60 topic for more information 1 Click on Orders
64. the previous line Go to the next line Scroll to the left Scroll to the right Move to the previous control or field Move to the next control or field Scroll one page up Scroll one page down Go to the previous field Go to the next field Go to the first record In an edition mode it moves the cursor to the beginning of the field 2007 DocuData Software Corporation 18 EDC Client 5 13 User Manual 2 5 End Page up Page down Go to the last record In an edition mode it moves the cursor to the end of the field Go to the next record Go to the previous record Common keyboard shortcuts Alt F4 Exit the program or the module Ctrl Bksp Return to the Main window Ctrl E Edit displayed information The menu will not be available during editing Changes can be accepted with Ctrl Enter or canceled with Esc Ctrl Enter Accept the information of an entry form Ctrl F Find information Ctrl K View and change the search index Ctrl N Edit notes Ctrl S Scroll Shift F7 Select the printer and its options F1 Contextual help F3 View history F8 Search with bar codes Del Delete an item Enter Terminate selection The choice corresponds to the selected information In an edit mode it is the same action as Tab Esc Cancel a selection close a menu or close a submenu Ins Add item Space Mark the highlighted item in multiple selection lists This key is efficient only for multiple selection choices when ent
65. white We recommend 240 to 300 DPI for better results DPI stands for Dots Per Inch Pixels Per Inch The resolution of an image or how many pixels are defined in the boundary of a square inch The image resolution can be viewed in the image information 12 The image resolution is usually defined by the scanner used Note The image indexation can be done automatically for an OCR template This option must be previously set see Fields 801 in the Retention Schedule module If the template has been selected for indexation for the document type the images are scanned from then these images will be automatically indexed when being saved 1 Click on File OCR and Index from the Imaging module 2 Enter an interval of scanned pages to which the recognition and the indexation apply then click on the Accept button 3 The recognition and the indexation are automatically performed by the system in accordance with the set parameters 2 When the processing is done the system goes back to the module s window 6 2 27 9 Editing OCR indexing options Many OCR indexation options can be configured For example the indexation can be settled for the whole page or just part of it see Defining or changing an OCR template 69 a specific recognition language can be chosen a text rotation angle can be specified and the automatic 2007 DocuData Software Corporation Inventory management 121 OCR and indexing options when saving
66. will be used to dispose of the documents see the glossary 225 for more details on disposal modes For Indicates the authorized user that has created the list A list can only be modified or erased by its creator Approved Indicates the date when the list has been authorized Processed Indicates the date when the list has been processed 2007 DocuData Software Corporation 160 EDC Client 5 13 User Manual 6 9 3 Manually producing a list of semi active documents to dispose of 1 Click on Inventory gt Disposal List from the Main window 2 Click on File gt Create List 3 Enter a summary description for the list 4 Move to the Disposition Type field and click on the drop down buttons to select the desired disposal mode then click on the Accept button 5 Perform one of the following actions e Add items with Edit Add Boxes The added documents must be in the IN state e Add items from a list by on Edit gt Add from list A window appears import from fst cnr 1 C Box RC Number C BoxField 1 C Bar Code X Cancel Check off the related option and write the corresponding information in the empty field at the bottom and press OK Example if you want to add boxes by box number check the Box number option and add all the box numbers in the list at the bottom The software will automatically add the item s If the software does not find the information an error message will appear e Add items from
67. 177 Auto Creating In Transit Files 1 1 1nreir iie edre dendan inanan mta steyenvcucvdeaccudeeddsiuesevsneecceneteversoeesertaed 179 Importing data with a wizard eseseeseeeseesseeeeeeeeee ene seene nenne nnnm santa sain natas asia as sn sas sn asa eniai aiaiai 182 Underlying principle of data importation sessseseeeeeeeeeeeennnnennnnnen enemies 182 Step by step procedure 183 Gheck isl i trie ERE A HEART ERSTE RE EE rE EET ORE TENTE EFE Eve gta IS 191 importing Inr re 192 Viewing the Replication log senses eene ee nete nnennnn ennt nn nnn nnns natns ss sn sss sn asa sn assem ass sn sas sn sas s aa sn nennen 193 Viewing the date and time of the last replication 1 eeeeeeeseeeeeeeeeeenee eene nnnn nnne natns nnns natn 193 Part VII Order processing 194 1 Outline Orders iure eee ete Cu Ge eruere cv un cuc aeree co ical asec Sete 194 2 Circulation eue AAEE AANE EEA Eae AAA aAA e EORNA AENEAN cce eeP DOCU dnd 194 Overview Circulation ae a eraa a aA a cect ee dened ec nace ctuetees reaa a aeeai Eaa aa EAEE AAE SEE 194 Viewing or printing picking lists and refiling lists nsnnnnnnnnunnnnnunnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn 195 Using the uod Sec 195 BULUM E E E 196 Setting up the system for PDT use sess nennen eterne enne nen
68. 2 reappears 4 Select a report and click on the By default button to set this report as the default one for EDC A small mark appears on the left of this report Note The default report is the one that will be displayed or printed when producing reports unless choosing another report or setting different fields with the Report Options menu of the module concerned Take note that when modifying a report via the Report Options the system does not change the settings of this report permanently 5 To select a default report for the web search select a report it will appear highlighted and press on the Web Search button This default report will organize the different columns of the customer s search results on the web if they have an Internet access to EDC ActiveWeb To customize the list of search types that will be accessible on the Web go to the Editing the web search parameters 7 topic 6 Click on the Close button to save changes 2007 DocuData Software Corporation 60 EDC Client 5 13 User Manual 5 2 5 Editing overdue memo templates 1 Click on Customer gt Customer Information from the Main window 2 Click on Edit gt Overdue Memo The following window appears F Overdue Memo EJ amp fio Zoom Jf OK X Cancel Memorandum date user Fichier Subject Record recali You have retrieved the folloving items from the record center Please return them or advise us if they vill not b
69. 205002 0 34 URM 838 2998 E VOYONS VOIR 0 109 800000108 0 AW 32 8F 0 110 205005 O 27281DF 0 fio 205003 0 AAS 4URH jo 109 180067 0 32 0 109 800000112 0 4 55 2 0 3 1109 1800000114 0 HD 98 2 0 109 800000115 0 AP 98 6 OVR Rows Fetched 32 Data value CustNo EDC generated customer number which can be seen in the Customer Information module under the System field Site Number given to a specific building SessionNo Automatic number given to each session opened in EDC UserNo EDC generated customer number which can be see in the Authorized User module under the System field Active Boolean FieldType the values must be or indicating if the session is active StartDate Date the session started StartTime Time the session started EndDate Date the session ended EndTime Time the session ended Alt_Box_File_Label Module Box or File Description This table stores the alternate labels bar codes of boxes and files Alternate labels can be viewed or modified in the Box or File modules by clicking on View Edit gt Alternate label Important Fields CustNo EDC generated customer number which can be seen in the Customer Information module under the System field DDNo RC number of the box or file 2007 DocuData Software Corporation Appendix 219 LabelType Box 0 and File 1 BarCodeLabel Alternate label Bo
70. 75 Viewing or printing a list of source locations leeeeeeeeeseseeeseeeeeee seinen nnn ennn nn nnnnnn nn inn tnn n neni nna sanant 75 4 Department hon nie hel ee ee edie nied Se a ee ae 76 Overview Departmenl 4 creer iere en eno tesvesssaccateccnetcancavecdlevseveqavevcneshovevavccesonsdubedveceesentsvicssusenberssersudeatss 76 Fields Department eere e 76 Creating or editing departments and sub departments esee eene nnnnntnnnnnnn nennt 77 Deleting uuige R S 77 Transfering documents of a sub department to an existing sub department ees 78 Transfering documents of a sub department to another department essen 78 Viewing or printing a list of departments and their sub departments eese 78 5 Retention Schedule iier erret renti e tnr nnmnnn Overview Retention Schedule se Fields Retention Schedule eese sessi seen eene nnn etna a a nnns ddaa ada iea sain asma atas apo eana ssa sn Creating or editing a document type eeeeeeeseeeeeeeee nennen nennen nnn ntnn nnns tns i tnnt nns nnn sins nnn sensi tns nannan ennen na 81 Transfering documents from a document type to another sccsseeeesteesseeseneeesneessnees
71. AL 230 NONE lex PERMANENT 2201 REVISION eso SAMPLE 236 or SEND TO DEPOT s This sub field indicates the disposal mode used for the concerned document types A second sub field indicating a disposal date for witch the format is defined in the System Information so module The box or file will be reviewed on the disposal date If the disposal is set to VARIABLE in the next sub field then e the disposal date of an active document corresponds to the active conservation period added to the End Date when present or to the Entry Date field value e the disposal date of a semi active document corresponds to the semi active conservation period added to the active conservation period witch is added to the End Date when present or the Entry Date field value A third choice sub field containing the values FIXED or VARIABLE If FIXED is selected the disposal date will not be controlled by the organization s conservation policy 225 but will be the one entered manually in the field When this field is set to VARIABLE the revision date will be calculated from either the department s or the document type s retention depending on the organization s conservation policy By setting this field to VARIABLE any updates to a department or a document type s retention will automatically adjust the disposal date of all the related boxes and files Range Fields possessing a mask z defined in the Interval Maskl 55
72. Aa Soe aiden ccc de ene soU E ADMIRER No dC EN ENa s 86 2 BOX AN FNC ec P Overview Box and File oes Fields Box and File iisciiccsscscescassesescesssnsnnceccedsecactvecdessbetssiuciacvavancenstscabcasedertucevsucvedencecddensbacsaccdeaiersuisessecdnadneaeradate Adding a box or a file to the active inventory cccceseeeseeeseeesseessnesesneeseneesseeeseneesaesesneessneeesnessoneeseneesenesseeees 91 Adding a box or a file to the semi active inventory eeeeeeeeeseeeeeeeeee eene nennen innen annnm sante sata anna 92 Adding an electronic fil 92 2007 DocuData Software Corporation EDC Client 5 13 User Manual Batch adding files to the inventory 93 Deleting a box OF a file ME M 94 Editing the information of a box or a file uses seeeeeeeeeeeeee eene enne nenne niin na nnn na nnn ssi nn satin nata satanas 95 FINGinig a BOX OF a file ETEETT ERR 95 Printing a detailed report of boxes or files cccseeeteeseneeeseeeeeeeesseeeseeeesneessneeesneeseneeseeesseeeseeessaesesneeesneessaeeeae 95 Printing bar code labels for boxes or files eeeeeeeeesieeseesee esee eeeee nennen nnn natnm anna natns n asn ennnen nne 96 Printing the thermal label of a box or a file esseeee
73. Access Rights Modules fal E 4 3 2 Fields User Group Name Name of the group This name will appear in the drop down Groups field of the Authorized User 39 module Access Rights The following field allows to define access rights for the group Every user included in this group will have access to the modules granted here Module Choice field containing None Partial or All Allows access to the selected modules When this field contains Partial it is possible to click on the drop down button to add or delete individual modules 4 3 3 Adding or editing user groups Adding or editing user groups Click on Management gt User Group from the Main window To add a user group click on the Add button 1 2 e e To edit a user group select a group and click on the Edit button ko Enter the name of the group to add and move to the Modules field Select None All or Partial with the switching button If Partial has been selected click on the drop down button to the right of the field and add or remove desired modules in the related window 2007 DocuData Software Corporation 46 EDC Client 5 13 User Manual Defining the access rights of user groups 1 Click on Management User Group from the Main window 2 Select the desired user group and click on the Edit button 3 Move to the Modules field and select None All or Partial with the switching button If Partial has
74. Boolean field that converts the field s value to upper case letters Ex If a field s value is Hello after Uppercase it will become HELLO Lowercase Boolean field that converts the field s value to lower case letters Ex If a field s value is Hello after Lowercase it will become hello 2007 DocuData Software Corporation 186 EDC Client 5 13 User Manual Add prefix The value specified in this field will be added at the beginning of the field s value Ex If a field s value is Smith and Dr is added as a prefix it will become Dr Smith Add suffix The value specified in this field will be added at the end of the field s value Ex If a field s value is Dr Smith and Jr is added as a suffix it will become Dr Smith Jr Remove rightmost The count characters will be deleted from the right side of the field s value Count This specifies the number of characters to remove from the right Ex lf a field s value is Hi there and the count value is 6 it will become Hi Delete The amount of characters specified in the Count field will be deleted from the field s value starting from the value specified in the Position where the first character is considered at position 1 Position This specifies where the deletion starts Count This specifies the number of characters to delete Ex lf a field s value is ceCreamEater and a delete modification is done Position 24 a
75. Brightness gt Increase Decrease Gamma Correction A window appears and allows to specify the degree of correction Gamma Correction 0 1 7 0 EE v OK X Cancel e Format Conversion A window appears and allows to select a format Format Conversion xi Black and White C 18 Shades of Gray C 256 Shades of Gray X Cancel C 18 Colors C 256 Colors C True Color Help Error Diffusion Optimize Palette e Deskew e Despeckle e Border Clean Up 3 A window is displayed after choosing and specifying a type of modification Enter the interval of pages for which the changes will be applied and click on the Accept button 6 2 27 17 Viewing an image Many options are offered when viewing an image one can smooth a black and white image as well as adjust the size of the image viewed Smoothing out a black and white image 1 Click on Image from the Imaging module 2 Click on View gt Antialiasing 2007 DocuData Software Corporation 126 EDC Client 5 13 User Manual 3 The image will automatically be smoothed out Note Only images in black and white in the bmp format can be smoothed out Changing the size of the image 1 Click on Image from the Imaging module 2 Click on View gt Actual Size Fit width Fit height Full page 3 The image will automatically be sized properly 6 2 27 18 Password Protecting an image for the web You can assign a password for the image
76. Count Number of boxes out LocationType 1 File 2 Box Customer_User Module Authorized User 2007 DocuData Software Corporation 222 EDC Client 5 13 User Manual Description This table stores all the information viewable in the Authorized User module Important Fields CustNo EDC generated customer number which can be seen in the Customer Information module under the System field UserNo EDC generated user number which can be seen in the current module under the System field FirstName First name LastName Last name Middlelnitial Middle initial PhoneNo Phone number Language Default language English 0 French 1 ForcePassword Boolean FieldType the values must be or Active Boolean FieldType the values must be or Password expires Boolean FieldType the values must be or LastPasswordChange Date entered by the system to keep track of the changes ExpireAfterDays Password expiration ChangePassNextLogon Boolean FieldType the values must be or LoginName Login name EmailAddress Email address WorkingDirectory Working directory PhoneExt Phone extension Delivery_Address Module Delivery Address Description This table stores all the information viewable in the Delivery Address module Important Fields DelAddrNo EDC generated number CustNo EDC generated customer number which can be seen in the Customer Information module under
77. DC for full text search f3 topic Viewing keywords 1 Click on Inventory Box File from the Main window 2 Search the desired item click on View gt Keywords A window appears with the keywords of the box file Adding keywords Click on Inventory Box File from the Main window Search the desired item click on Edit gt Extra Keywords A window appears Enter the new keywords To terminate the operation and save the new keywords press OK To cancel the operation and the new changes press Cancel A amp ONA 6 4 8 List of separating characters Here is a list of the characters used to separate words or character strings lt gt 3 COON we E 1C6 I 2 i amp 5 Ge xum G qH e4 Y 93572912 a Note The space between two words is also considered as a separation 6 5 Report SQL 6 5 1 Overview SQL Reports This module is mostly used to view reports and make small modifications to imported reports For more advanced users it can also be used to create customized reports A tutorial is available at ftp docudatasoft com common Learning Report Builder SQL Tasks Working with reports adding editing importing etc 136 Customizing imported reports 1 351 Working with the Design tab 145 Working with the Data tab 14h 2007 DocuData Software Corporation 136 EDC Client 5 13 User Manual Module window Report jc x F e Help EE R
78. Date Integrity Choice field containing Yes or No When its value is set to Yes indicates that all files contained in a box must have a disposal date that is earlier or equal to the disposal date of the box Department Integrity Choice field containing Yes or No When its value is set to Yes indicates that all files included in a box must be of the same 2007 DocuData Software Corporation Corporate information management 57 department as the box Restriction Integrity Choice field containing Yes or No When its value is set to Yes indicates that the files within a box cannot be assigned a restriction that is not already assigned to the box For example a box with the X Y and Z restrictions can include files that do not have restrictions and files with the X restriction However files with the O restriction could not be included in that box Note If the type integrity is set to Yes the value of the Restriction Integrity field will have no effect since restrictions are associated to document types Default OCR Language Default language used for Optical Character Recognition OCR of scanned images Default Box Volume Box volume that will appear in the Box module when creating a new entry Position of Extra Fields Indicates the position up or down where extra fields for files will be displayed Unique file number Choice field containing Yes or No When this field i
79. G e 52 Editing the system information 52 Editing EISE rudjric c YM H 52 View and unlock locked operations eeeeeseseeeeeeeeeeeeeee ee ene nenne nnnm annnm natns anna satus aa sn asa sn aas sn sanam assa sana 53 Corporate information management 54 je iinrX eitennpmee EE Customer Information Overview Customer Information Fields Customer Information 1 echec coute trea cetero ste ene scneusdencederaney EEES ASA aS Defining the main parameters for record management eeeseeeeseeeeseeeeeeee nenne nnnm e nnnm nnns sanas 58 Creating deleting and configuring custom reports eese enee nne nnnnnnn tnnt nnnnnnnnnn tnnt nn snnt 58 Editing overdue memo templates 4 1 c teet ipee sai aaa Eaa aet a aaae 60 Editing deletion notice templates 60 Editing lost file notice templates 61 Defining the mask for internal locations ueeeeeeeeeiee esee eene seen enn entente nn tna annm es ntn sas nn sata nasa sana aas 61 Defining custom labels for boxes and files eeeeseeeeeeeeseeeeeeeeeeneeeene ee enennenn nnns nn tn natn ennenen 61 Defining or viewing the signing officer 1 eeeseeeseeeeeieee esee nennen enne tentes nnanntns anims sinas asina asas anna nn 63 2007 DocuData Software Corporation Contents 5
80. H docudofa Direct access Total control EDC Client 5 13 User Manual 2007 DocuData Software Corporation EDC Client 5 13 User Manual 2007 DocuData Software Corporation All rights reserved No parts of this work may be reproduced in any form or by any means graphic electronic or mechanical including photocopying recording taping or information storage and retrieval systems without the written permission of the publisher Products that are referred to in this document may be either trademarks and or registered trademarks of the respective owners The publisher and the author make no claim to these trademarks While every precaution has been taken in the preparation of this document the publisher and the author assume no responsibility for errors or omissions or for damages resulting from the use of information contained in this document or from the use of programs and source code that may accompany it In no event shall the publisher and the author be liable for any loss of profit or any other commercial damage caused or alleged to have been caused directly or indirectly by this document Printed November 2007 in Montreal QC Canada Publisher DocuData Software Corporation Technical Editors Erick Paquin Cover Designer Erick Paquin Contents 3 Table of Contents Part Welcome 10 LUN iei mec 10 POT od E N M 13 e COMVEMUONS ai sac fee E E E 13 4 How to u
81. ING The document can no longer be modified by any user from the moment on 6 2 26 7 Deleting a document Click on Inventory File from the Main window Find the wanted file 957 and keep it on the screen Right click in the space reserved for electronic documents A menu appears Select Delete in the menu A confirmation message appears Press Yes to continue and No or Cancel to abort the operation The document will therefore be deleted PNE 6 2 27 Imaging Documents 6 2 27 1 Overview Imaging For practical reasons the maging module is only accessible from the File module instead of the Main window This is due to the fact that a document is directly scanned in a file The imaging module allows to scan documents contained in files and to manage images easily Documents can be scanned directly into EDC while images scanned off site can be downloaded printed or sent by email fax to any recipient Furthermore this module allows the recognition of characters the indexing as well as the importation exportation of images 2007 DocuData Software Corporation 116 EDC Client 5 13 User Manual Take note that the Imaging module can only be used if the version of EDC Client is SAI or SAE Tasks e Opening the Imaging module n e Scanning documents 1 e Downloading scanned images e Saving images 118 e Printing images 15 e Performing Optical Character Recognition OCR 119 e Performing OCR and in
82. LETED khOND Note A document can be reactivated later see Reactivating a box or a file to the active inventory 981 6 11 4 Deleting a deletion list 1 Click on Inventory gt Deletion List from the Main window 2 Click on File gt Delete List 3 Aconfirmation message appears Delete the current list 4 Press Yes to delete the list No or Cancel to abort the operation Note The list can only be deleted when its state is CREATED 6 11 5 Viewing items on a deletion list 1 Click on Inventory gt Deletion List from the Main window 2 Select the list for which the items have to be viewed 3 Click on View Items 6 11 6 Viewing notes of a deletion list 1 Click on Inventory Deletion List from the Main window 2 Select the list for which the notes have to be viewed 2007 DocuData Software Corporation Inventory management 169 3 Click on View gt Notes 6 11 7 Viewing or printing the list of documents to be removed from the inventory When the organization s billing is based on departments the list is divided consequently When departments are associated with a document type the deletion lists are divided by document type 1 Click on Inventory Deletion Lists from the Main window 2 Select the list for which a report must be produced 3 Click on File gt View Report Print Report 6 11 8 Viewing or printing volume of boxes on a deletion list This operation can be useful to evaluate the c
83. Memo icon E and click on the location of your choice in the report normally it is in the detail section 6 To edit the text within the label select the label and edit the text in the Set value field from the toolbar Adding rich text A component that allows you to print formatted text Click on Inventory Report from the Main Window Click on the Edit button Double click on the report to open it Click on the Design tab ds Click on the RichText icon amp and click on the location of your choice in the report c A amp ONA Adding an image Displays graphics such as bitmaps GIFs and JPEGs Click on Inventory Report from the Main Window Click on the Edit button Double click on the report to open it Click on the Design tab oa A amp ONA Click on the Image icon and click on the location of your choice in the report Adding a shape Displays various shapes such as squares rectangles circles and ellipses Use the Shape Type field to select the shape 1 Click on Inventory Report from the Main Window 2 Click on the Edit button 2007 DocuData Software Corporation 142 EDC Client 5 13 User Manual 3 Double click on the report to open it 4 Click on the Design tab o 5 Click on the Shape icon Ld and click on the location of your choice in the report Adding a line Displays a line Use the Line Types field to set the line orientation Click on Inventory Report from the Main Window
84. NIC IN 142 22A SORRELLE x Cancel IN 260 1 RANCH RESOI OUT 260 1 985 MANAGEN view IN 260 1 ONE NY PLAZ IN 260 1 PARK DEVELC IN 260 1 NO BRONX Hil Bistory IN 260 1 OLD HOMESTI OUT LA COMPAGNIE DE Notes x E 5 The selected items will appear highlighted Click on the Accept button when the selection is done 6 The system goes back to the window displayed in 2 and all the selected items are present It is possible to add new items by repeating steps 3 to 5 or to delete item by clicking on the Delete button 7 Click on the Accept button to start the printing of the report 6 2 11 Printing bar code labels for boxes or files 1 Click on Inventory Box File from the Main window 2 Click on File gt Print Setup and select the Manual paper feed source to charge labels in the 2007 DocuData Software Corporation Inventory management 97 printer 3 Click on File gt Print Laser Labels A window is displayed on the screen Labels to print RC Number lFieldS0 1 4 X Ql X Cancel Add F Barcode Add by Box 7 Delete Q View Edit Search amp Printer T Only selected gt z 4 Click on the Add button For files press Yes in the window that appears if you want to select files by description 5 Enter a number or a description in the new window to indicate where to start in the list and click on the Accept button The list of items appears 6 Select the desired i
85. Officer 3 An information message appears showing the Signing officer 5 2 11 Viewing or editing the default order user The default order user defined here is the one that will automatically be used for fast orders at the remote record center 1 Click on Customer gt Customer Information from the Main window 2 Click on Edit gt Default order user A window appears containing the list of authorized users for the customer S User OE x Name Firsth i Boyer Jacques v OK Lemaire Jean X Cancel m d zZ t5 3 d l 3 Select a user and press OK to register the selection 4 To view the default order user later open this module again and click on View gt Default order user A message appears containing the user previously selected 5 Press OK to go back to the module 5 2 12 Editing the delivery type access This option is used to define the type of deliveries that will be accessible to all the authorized users of the organization 1 Click on Customer gt Customer Information from the Main window 2 Click on Edit gt Delivery type access 3 A window appears 2007 DocuData Software Corporation Corporate information management 65 gt Delivery Types List Regular Urgent 90 minutes By date Fax 90 minutes Client Courier Client courier 90 minutes Fax Half day rush Client Courier by Date Imaging Fax by Date Imaging by Date Urgent one hour Imaging 1 Hour Urgent two hours I
86. Pint Al pages in range J Pint to File ro wee e OO O CE cm 6 Select a printer a page range a number of copies If the print to file option is checked off select a file type in the drop down list Click on the Browse button to specify a file name and the repertory where it will be saved 7 Press OK For all subsequent report topics assume that the Report module has already been opened and 2007 DocuData Software Corporation Inventory management 139 that a new report has already been created 6 5 3 Customizing an imported report Specifying a customer Using the Search Data icon Click on Inventory gt Report from the Main Window Click on the Edit button Double click on the report to open it Click on the Preview tab Click on the Search Data icon Q Enter the CustNo lz bi or the CustKey l220 in the appropriate field Press OK Noo OND Note When the CustKey 22h is selected the value entered is case sensitive In the Data tab Click on Inventory gt Report from the Main Window Click on the Edit button Double click on the report to open it Click on the Data tab Select the master data view that includes the field called CustNo 220 or CustKey 220 Click on the Search icon Q Enter a value in the value column beside the CustNo 22 or the CustKey 220 field NO OR ON a Note This option is only available if one has rights to edit a report
87. Print report check off each item initialize and sign the list in the appropriate places and finally send the list usually by fax to the off site record center 9 The off site record center will destroy the items on the list and send a disposal certificate to the organization after having received the authorized list The state of the list will be changed to PROCESSED 6 9 4 Automatically producing a list of semi active documents to dispose of Click on Inventory Disposal List from the Main window Click on File gt Auto Create Enter a summary description for the list Move to the Disposal Type field and click on the drop down buttons to select the desired disposal mode then click on the Accept button A window is displayed Pon Disposal Options Lx Start Date BOD O1 0 End Date 0020202 Item BoxesOny 4 Scroll tems 4 Accepted Restrictions Add Delete Restricted items only No v OK X Cancel 7 Help 5 Enter the appropriate values e Start Date and End Date range of disposal dates to include e Item disposal is normally done for boxes then the selection should be Boxes Only the files included in those boxes will also be destroyed e Scroll indicates which items will be searched when producing the list When Department Sub department or Type is selected it must be specified in the next field e Department Sub department or Type if the previous field contains Dep
88. Sub department number given by the system UserField1 Field 1 UserField2 Field 2 UserField3 Field 3 WithdrawalDate Withdrawal date File History Module File Description This table stores all the information viewable in the File module when pressing on F3 or when clicking on View gt History Important Fields Activity See the Activity codes 228 topic CustNo EDC generated customer number which can be seen in the Customer Information module under the System field DDNo RC number of the file HxDate Date of the modification HxTime Time of the modification Person Name of the person that performed the modification or description of the modification File_Memo Module File Description This table stores the information viewable in the File module when pressing on F4 or when clicking on View gt Notes Important Fields ForeignID Refers to FileDDNo CustNo EDC generated customer number which can be seen in the Customer Information module under the System field LineNo Number given by the system to the text s line TextLine Text contained in the note File_Memo_2 Module File Description This table stores the information viewable in the File module when pressing on F4 or when clicking on View gt Secondary Notes Important Fields ForeignID Refers to FileDDNo CustNo EDC generated customer number which can be seen in the Customer Information module under the System field
89. UT IN HOUSE The item has been checked out of the in house inventory active documents and has not been returned State IN TRANSIT The item has been entered in the computer s inventory but the item has not been received at the 2007 DocuData Software Corporation Glossary 235 off site record center The rent charges for items in IN TRANSIT are not billed Once the items arrive at the off site record center their state is changed to IN and rent charges begin to take effect State PRINTED These items only exists virtually An RC number is only generated in the inventory as when entering a new item in IN TRANSIT but the file does not exist This RC number can be later recovered to create an existing file Then the item is edited to enter a number a description or any other appropriate information Its state will be IN or IN IN HOUSE depending if it is added to the semi active or active inventory State SELECTED The item is currently selected for an order but has not yet been shipped State TRANSFERED The item has been transferred to another storage center Transfer list List of boxes which are to be transferred from an off site record center to another location Underlined Mark a graphic element or a part of a text by an increased luminosity 2007 DocuData Software Corporation
90. Update gt Boxes Files A window appears F Boxes Fields Update 3 Click on the Add button to select documents A new window appears 2007 DocuData Software Corporation Inventory management v OK X Cancel 171 Note As for files a dialog box appears previously and asks to specify if the selection will be established by number or description 4 Enter a number or a description to indicate where to start in the selection list and press OK The list of documents appears Bel Es ry Ee yw Hey Los Department ADMINISTRATION DOS RECLAMATIONS MONT v OK ADMINISTRATION DOS ADMINISTRATION DOS Cancel ADMINISTRATION DOS ADMINISTRATION DOS ADMINISTRATION DOS ADMINISTRATION DOS ADMINISTRATION Dos _ History ADMINISTRATION DOS ADMINISTRATION DOS Notes ADMINISTRATION DOS ADMINISTRATION DOS ADMINISTRATION DOS ADNMINISTRATION DOS gt View 5 Select the desired documents they will appear highlighted and press OK The window opened in 3 reappears and contains all the documents previously selected 6 To remove documents select them and click on the Delete button A dialog box appears for each deletion and asks to confirm the operation 7 When all the documents desired are in the list press OK A window appears and may be different according to the option chosen in 2 box or file update 2007 DocuData Software Corporation 172 EDC Client
91. a module to be modified and click on the Edit button Perform the desired modifications e Select a module to be removed click on the Delete button from the previous window and then click on the Yes button of the dialog box that appears 2007 DocuData Software Corporation EDC software management 43 Note When a module is added or edited a window appears and allows to specify access rights for this module 8 Click on the Accept button of the module s window to save changes 4 2 5 Editing password of users Defining a password 1 Click on Management gt Authorized User from the Main window 2 Select the desired user 3 Click on Edit gt Password A window appears EE v OK X Cancel 4 Enter the desired password and press OK 5 Enter the password a second time and press OK Note When a password is defined the concerned user must use it in order to access the software even if the value of the Force Password field from the Customer Information or the Authorized User modules is No To remove the use of passwords it is necessary to erase the user s password and set the Force Password field of the Customer Information and the Authorized User modules to No Normally the password of an authorized user is edited in the Authorized User 43 module but there is a shorter way to do this modify the password when entering the system 1 Double click on the EDC icon to open a new session 2 Select a user name an
92. al filters the results will include only the items meeting all of the specified criteria 6 8 4 Transfering active files to a box 1 Click on Inventory gt In house Disposal from the Main window 2 Click on Processing gt Transfer Files to Boxes gt With bar codes Manually 3 Manually enter the RC number and click on the OK button or scan the label using a bar code reader 4 Repeat step 3 as needed to add more files and click on the Cancel button to terminate the task Note The software automatically updates the Box field of the File module and the Files field of the Box module 6 8 5 Transfering boxes to the off site record center 1 Click on Inventory gt In house Disposal from the Main window 2 Click on Processing Transfer Boxes to IN TRANSIT With bar codes Manually 3 Manually enter the RC number and click on the OK button or scan the label using a bar code reader 4 Repeat step 3 as needed to transfer more boxes and click on the Cancel button to terminate the task It is now time to indicate to the off site record center that boxes have to be picked up Then create an order and enter a box return see Returning documents to the off site record center 204 Note The state of the boxes must be IN or OUT IN HOUSE in order to be transferred to the Record Center The software automatically updates the state of the boxes to IN TRANSIT 6 8 6 Transfer files to open shelf at record center 1 Click on Inventory gt In h
93. and encouraged to verify the replication settings in the system information module If the error persists contact your record center Ex Could not connect to replicator at 127 0 0 1 11008 Error EldSocketError Socket Error 1006 Connection refused 6 12 11 Viewing the date and time of the last replication This information is useful when you want to make sure the data has been replicated with the record center If the replication has not occurred in a while you can force the replication through the On Demand Replication 57 in the System Information module 2007 DocuData Software Corporation 194 EDC Client 5 13 User Manual 1 Click on Inventory gt Box and File Maintenance from the Main window 2 Click on File 2View date and time of last replication 3 The information will be displayed in an information box 7 Order processing 7 1 Outline Orders Order active Order semi active documents documents Manage non track files 7 2 Circulation 7 2 1 Overview Circulation This module allows to manage the circulation of active documents It also allows to know out dates return dates or requester s name for example Tasks e Viewing or printing picking lists and refiling lists 195 e Using the PDT 195 e Checking out active documents 195i or semi active documents when not linked e Returning active documents 200 or semi active documents when not replicated e Performing a change of hands for doc
94. appears Shortcut keys The second way is used only with certain menu items Notice for example that Ctrl S is written to the right of the Scroll menu item from the Find menu This is a keyboard shortcut By pressing the Ctrl and the S keys simultaneously the scroll command will start if that operation is available from the present location Alt key Before using the third way notice that every menu or menu item has an underlined letter For example the F from the Find menu is underlined Pressing Alt and F noted as Alt F on the keyboard will open the Find menu Same operation inside a menu but this time simply pressing the underlined letter without the Alt key will activate the desired menu item From this point the navigation keys from the keyboard can also be used to select the menu item and press Enter to start the action 2007 DocuData Software Corporation General concepts 17 2 3 Button bar r B Ld P A u Box al First Previous Number Go to the first record Go to the previous record Go to the next record Go to the last record Modify the current record Add a record Erase the current record Search for a record Search Index Accept Cancel Choose a search index Accept an action Cancel an action 2 4 Navigation shortcuts Up Arrow Down Arrow Left Arrow Right Arrow Shift Tab Tab Page up Page down In an entry form Shift Tab Tab Home Go to
95. artment Sub department or Type this field allows to specify which one is concerned e Accepted Restrictions indicates which restriction s 831 will be included in the disposal 2007 DocuData Software Corporation 162 EDC Client 5 13 User Manual 6 9 5 6 9 6 6 9 7 6 9 8 list Click on the Add button or the Delete button to modify the list of accepted restrictions Restricted Items Only indicates if the disposal list produced must include only the restriction s specified in the previous field 6 Click in the Accept button 7 Edit the disposal list e Add items with Edit gt Add Items Boxes Files The added documents must be in the IN 229 state e Remove items with Edit gt Remove Items e Remove items and change their disposal dates using Edit Edit Items Change Date The item number specified tells the software where to start in the selection list The selected items appear underlined e Add edit or delete notes with Edit gt Notes e Edit the list s description using Edit Edit 8 Verify the list by producing a report for example with File gt View report Print report 9 Electronically send the list to the off site record center using File gt Send list to Record Center The state of the list will be changed to LOCKED It cannot be edited or deleted unless being reset with the record center by clicking on File gt Reset List with Record Center 10 Print a list for authorization w
96. ate start date end date owner source location field 1 field 2 or field 3 Tasks e Searching for boxes or files 1251 e Adding or removing boxes or files from search results 1130 e Viewing or printing search results 13h Module s window 2007 DocuData Software Corporation Inventory management 129 6 3 2 Searching for boxes or files 1 Click on Inventory gt Search from the Main window 2 Click on Search gt Box Search File Search A window is displayed allowing to specify some search criteria Box Search L L lb L Lb b ES i a E 3 Fill in the appropriate fields and click on the Search button The search results will include the records that possess all the entered elements 4 The search results are displayed in a new window To view the details the history or the notes of a record select the desired record it will appear highlighted and click on the View button Click on the Close button to go back to the module s window 5 Adialog box is displayed 2007 DocuData Software Corporation 130 EDC Client 5 13 User Manual 2 New search Keep previous search results 6 Perform one of the following actions e Click on the Yes button to start a new search keeping the previous search criteria e Click on the No button to start a new search canceling previous search criteria e Click on the Cancel button to go back to the module s window a
97. atically added to the selection They will appear in the window opened in 3 To remove an item from the selection select it and click on the Delete button To include only certain boxes from the list select the boxes and files you want to add and check the field called Only Selected 10 Click on the Accept button to confirm the addition of all the items to the order The available boxes and files are added to the order and a message appears for each rejected item indicating the reason of the reject item not IN insufficient access rights of the user etc Adding a file search The file search contrary to a simple search adds items to the order oahAh Click on Orders gt Order from the Main window Click on File gt Create Order Specify the delivery type by pressing the drop down button Specify the delivery address by using the choice button Add special instructions to the order by clicking on the Special Instructions button To add a cardboard box sale press on the File Search button A window appears 2007 DocuData Software Corporation Order processing 209 v OK X Cancel 7 Enter the recipient and press OK When the customer is billed by charge back a window appears 8 When necessary enter a charge back code and press OK A window appears F Files to order Description 4 X Cancel Add D Barcode Add by Box Delete Q View i Edit 4 Search F Ord
98. ation is used for the replication of data It controls the start and end time of the different replication processes 2007 DocuData Software Corporation Appendix 217 EDCREQIP EXE Only used on with EDC Client this program is responsible for communicating and encrypting the data received The program EDCREP32 EXE needs this program to do the replication between the RC and the customer EDCRPC EXE This process is the one used for the EDC Replication If it is not installed please refer to EDC Replication Installation and User Guide The replication settings must be properly configured in the System Information module EDCSER32 EXE This application allows modem replication with the client server this application is only useful when a modem is used EDCSERIP EXE This application communicates by IP over the network to send and receive files from a client server this application is responsible for the replication with the client EDCSHL32 EXE This application launches other EDC programs Usually the launcher runs the following programs IMGSERS32 EXE EDCREP32 EXE EDCREQIP EXE IMGSER32 EXE This application is an image server that is used for digital imaging LICENS32 EXE This program allows installing the license for the software Works with both RC and Client version For example if the client wants to increase their number of users or move from the SA to SAI version of the software the license we give
99. be added to the bottom list and select the expression function in the drop down list of the Function column Enter the expression in the Expression column Useful expressions For box bar codes the expression entered will be CONCAT CONCAT CONCAT CONCAT CONVERT 1 SQL CHAR CONVERT Box CustNo SQL_CHAR CONVERT BoxDDNo SQL CHAR For file bar codes the expression entered will be CONCAT CONCAT CONCAT CONCAT CONVERT 2 SQL CHAR CONVERT File TABLE CustNo SQL CHAR CONVERT File TABLE FileDDNo SQL CHAR For box history activities if box_history Activity 1 IN if box_history Activity 2 OUT if box history Activity 3 SELECTED if box_history Activity 5 IN TRANSIT if box history Activityz8 ON DISPOSAL if box_history Activity 9 ON TRANSFER if box history Activity210 ON DELETION if box_history Activity 11 DELETED if box_history Activity 12 DESTROYED if box_history Activity 13 TRANSFERRED if box_history Activity 14 IN IN HOUSE if box history Activity215 OUT IN HOUSE if box_history Activity 36 REVISED if box_history Activity 35 SAMPLED if box history Activity237 SENT TO DEPOT if box_history Activity 27 DESTROYED IN HOUSE if box history Activity232 PRINTED if box history Activity239 ADDED if box history Activity26 MOVED end annn Group see also Adding a group 43 This tab is used to add groups to a report Add
100. be automatically be printed or displayed on the screen 2007 DocuData Software Corporation EDC software management 47 4 4 Dictionary 4 4 4 Overview Dictionary This module allows to edit view or print the terminology used in the system The terms used in EDC can be adapted to the needs of the organization Available report e list of terms used in the software Fields 47 see the next section Tasks e Editing the software s terminology 47 e Viewing or printing the software s terminology 481 Module s window e Dictionary RFE Fie Find Edk Help OCU CAC Hy Number o Number p03690 Spanish E ooo e English NENNEN Type JMISCELLANEOUS Comment adUseField Bos i s s S fa ace Spanish English 4 4 2 Fields Dictionary Number Type and Comment These fields are read only They are part of the software s internal settings Languages French English Spanish Dutch etc Terminology used in EDC 4 4 3 Editing the terminology of the software 1 Click on Management Dictionary from the Main window 2 Click on Edit gt Search and replace A window appears 2007 DocuData Software Corporation 48 EDC Client 5 13 User Manual e Dictionary Joj xi Ele Find Edt Help Ld 4 rr Number 203680 Spanish Poo English NENNEN Type MISCELLANEOUS Comment fsdUserField1 Box sts S F Spanish English 3 Enter the item
101. been accepted or not When it is rejected the reason appears in the following field Rejected Reason Reason of a refused order A rejected order simply means that the order could not be processed For example an order will be rejected if the box is out Recipient Name of the person to whom the item will be delivered Mail Code Recipient s mail code Box Number Number of the ordered box The second field displays the number given to the box by the EDC software RC number File Number Number of the ordered file The second field displays the number given to the file by the EDC software RC number File Indicates if the item is a file This field is useful to distinguish non track files from inventoried files When this field s value is Yes and there is no value in the File Number field the item in question is then anon track file since inventoried files have an RC number Description Quantity and description of the ordered item 7 3 3 Ordering a semi active box or file 1 Click on Orders gt Order from the Main window 2 Click on File gt Create Order A window appears 2007 DocuData Software Corporation Order processing 203 F Order ToTxj Delivery Type Uk Regular p xcoes amp Special Instructions Help File Non Track File Box Returns Other Delete 4 Box Search yz 4 File Search 3 Specify the delivery type by using the drop down button
102. bels 150 for Internal Locations 4 if not already done These labels will be associated to internal sites or shelving units where files are stored when unused by recipients returned to location 4 Itis recommended to print out these bar codes and place them in a document ex binder with multiple sheets that can be updated when adding new users or end recipients 5 Create corporate Department bar codes via the SQL Reports 135 module if needed 2007 DocuData Software Corporation 198 EDC Client 5 13 User Manual 7 2 3 3 Delivering a file from an Internal location On PDT 1 Log into the PDT This can be done by scanning your authorized user bar code 4 provided by your supervisor 2 Press 3 to access the Processing menu Press 2 to use the CHECKOUT function 3 Scan the bar code of the recipient from the list or binder you previously created 4 Proceed to scan the barcodes of the items that will be given to that recipient Once this operation is complete exit this function by pressing 0 and Enter to get to the main menu 5 Link the PDT to the computer via the cable or cradle In EDC CLIENT 6 Click on Orders gt Circulation from the Main window 7 Click on File gt Upload checkouts from PDT 8 A window will appear saying Waiting for PDT On PDT 9 Press or select 2 Send results from the main menu and select 2 CHECKOUT 10 Once completed proceed to log out of PDT by pressing 5 Log Out from the main menu
103. ble to be ordered When the value of this field is No the state of the items will only be changed when the list is sent to the off site record center this means that the items on the list could be ordered up to that moment Retention Choice field containing Document or Sub department Indicates the conservation policy 2 31 The conservation policy is usually set by document type see the Retention Schedulel 79 module Types by department Choice field containing Yes or No Departments are associated with document types when the value of this field is set to Yes This means that departments will automatically be entered when a document type is selected for a box or file These associations are defined in the Retention Schedule module 797 Range Mask Mask 2281 definition of the Range field which is located in the Box and File modules Location Mask Alphanumeric field containing a maximum of 20 characters Definition of the maskl22 for the Location field that is present in the File s Box s amp and Internal Location 148 modules This field allows to define the codification of internal storage locations Note The location mask should be carefully thought out so that it accurately reflects the physical storage organization Type Integrity Choice field containing Yes or No When its value is set to Yes indicates that all files contained in a box must be of the same document type as the box Disposal
104. bmenu items and appears in drop down lists Button bar Buttons provide rapid access to certain functions Simply click on a button to start its action Status bar The status bar displays relevant information for the current operation Field label The fields are usually preceded on the left by a label describing their content 2007 DocuData Software Corporation 16 EDC Client 5 13 User Manual Field A field is a location on an entry form which displays specific information Some fields may be modified others are only displayed for consultation A field is generally preceded by a label except when its content gives no possible doubt Title Bar Menu Bar Em ves find Edi Hep M PIER F Ea E Button Bar Number EO ss Status NTRANSIT Owner RC Number 204986 Department ADMINISTRATION CLOSED CLAIMS E Field Label Descnpion BaRcEL ona Fe ms vi EL Ep f Field Source 1 51 H Field 2 E Field 3 EJ Access Level p Disposal NON CONFIDENTIAL 2005 07 08 VARIABLE EVUVards Range to Files No OldNumber Entry Date 1999 01 08 Withdrawal Datel F Maul Field 4 Field 5 Field 6 Item Set EJ 2 2 How to use the menus There are three ways to use menus navigate with the mouse use shortcut keys or press the Alt key Mouse The easiest way to navigate is to use the left mouse button to select a menu and then choose a menu item from the drop down list that
105. can be fixed 1 Click on File gt OCR Indexing Options from the Imaging module A window appears OCR Indexing Options xi Iv Automatic OCR and indexing when saving OCR Zone Full Page C Template Language Rotation angle English p C 180 C 80 C 270 X Cancel Help 2 Editthe desired parameters as following e Check off the Automatic OCR and indexing when saving box if desired to cancel the indexation on the current document e Specify if the indexation will be performed on the whole page or only for a specific zone see Defining or changing an OCR template 6 e Specify the language that will be used for the indexation normally the chosen language is the one displayed on the pages e Specify a rotation angle for the text For example check 90 or 270 if the scanned text is displayed on the left or the right side of the screen 3 Click on the Accept button 6 2 27 10 Indexing documents Document indexation allows to perform faster searches than the ones performed on images When scanned images are registered in the system a description is entered for each document and reflects its main content see Scanning documents 117 These documents their description can then be indexed 1 Find the wanted document by selecting it from the drop down list at the right of the window 2 Click on File gt Index Documents from the Imaging module 3 The indexation is automatically perf
106. cation is normally used when one needs to unlock locked sessions A session is usually locked by the system when a computer crashes during an operation and the number of users has been exceeded when a new session is opened Specific users either at the record center or at a client s site can have access to this program to set up these users go in the Customer for a client or Management for an employee section User Group Employee Group or Authorized user Employee gt Edit gt Edit add the Access Management module to their list of accessible modules Note Often the session is not entirely locked only one module cannot be accessed In this case one can unlock operations in the System Information module see View and unlock locked operations s DCSETP32 EXE This application is used to run the DC Cfg file this is the configuration file that points out the starting directories of EDC Client DIMP32 EXE This application is used when one needs to update the dictionary used by EDC this is specifically for the fields and the menus of the software The data of the dictionary is stored in String dat in the data directory EDCCLRPC EXE This is a server program that will be used with the upcoming EDC Client Web software EDCMONITOR EXE This application monitors the dispatcher program It verifies if new changes were done in EDC and sends them to another program specific to one of our clients EDCREP32 EXE This applic
107. certain file types Here is an example of a list of extensions to be unregistered Unregister Extensions dat sav 2007 DocuData Software Corporation Inventory management 115 6 2 26 5 Modifying a Document Click on Inventory gt File from the Main window Find the wanted file es and keep it on the screen Right click in the space reserved for electronic documents A menu appears Select Open for Modifications in the menu The latest version of the document will be opened for editing Perform the desired changes and save the document in the third party software To save modifications in EDC right click in the space reserved for electronic documents and select Save Modifications in the menu or To make sure the changes you made are not registered in EDC right click in the space reserved for electronic documents and select Cancel Modifications in the menu NOoOohoOND 6 2 26 6 Finalizing a Document Finalizing a document means that it can no longer be modified This option is mostly useful for documents that one does not wish to be able to modify such as a final contract Click on Inventory gt File from the Main window Find the wanted file e amp and keep it on the screen Right click in the space reserved for electronic documents A menu appears Select Finalize in the menu A confirmation message appears Press Yes to continue and No or Cancel to abort the operation PNE WARN
108. cility This period is defined from the time a document is closed to the time the document is transferred to semi active storage at an off site center Retention semi active Retention period of a document within an off site record center This period is defined from the time a document enters an off site record center to the time the document is disposed of See also conservation policy Session suspended After a computer failure an active session at that time will remain active even if it is not anymore Any suspended session should be terminated after making sure that the session is really inactive When all the user licenses are used up by suspended sessions preventing from having access to EDC the Access Management program can be used to terminate all suspended sessions Shortcut keyboard Combination of one or more keys on the computer keyboard to be pressed simultaneously Also 2007 DocuData Software Corporation 234 EDC Client 5 13 User Manual known as hot keys they enable to perform operations more efficiently without having to use the menu or the mouse Signing officer Person with the authority to approve the destruction lists Sorting When viewing a listing indexed by box numbers the numbers will be sorted like a dictionary Here is a sample list of sorted box numbers 00001 00002 03 09 10 100 11 20 9 A 001 B 002 a 001 b 001 It is important to note that the box number 100 is before th
109. cles can be viewed in the Order module 7 3 5 Returning documents to the off site record center oci oNuvu oo Click on Orders gt Order from the Main window Click on File gt Create Order Specify the delivery type by pressing the drop down button Specify the delivery address by using the choice button Add special instructions to the order by clicking on the Special Instructions button Click on the Box Returns button and indicate the quantity to be picked up the boxes must be in the IN TRANSIT or the OUT state Press OK A dialog box appears displaying the transmission progress of the current order Once the order is accepted it is displayed in the Order module A message indicates when an article is rejected from the order The reason of the rejected articles can be viewed in the Order module Note When possible boxes should be returned with regular orders The boxes will be picked up at the next delivery This will minimize the transport fees associated to the returns 2007 DocuData Software Corporation Order processing 205 7 3 6 Adding other services to an order Adding a cardboard box sale Click on Orders gt Order from the Main window Click on File gt Create Order Specify the delivery type by pressing the drop down button Specify the delivery address by using the choice button Add special instructions to the order by clicking on the Special Instructions button To add a cardb
110. con and click on the location of your choice in the report ormally it is in the detail section Select a Data Pipeline from the toolbar Adding a group A group is used to gather information that is similar in order to separate it from the other data Groups are usually used to facilitate the sorting and the calculation of certain fields For example one could group a report by department in order to start a new page every time a new department appears in the data Another example would be to facilitate the calculation of totals for every price code encountered 1 Click on Inventory gt Report from the Main Window 2007 DocuData Software Corporation 144 EDC Client 5 13 User Manual 2 Click on the Edit button 3 Double click on the report to open it 4 Click on the Design tab 5 Click on Report gt Groups A window appears Groups L x Break On Data Field C Custom Field On Group Change Start new page New page when less than p Keep group together v Reprint group headers on subsequent pages o cx 6 Ifthe Data Field field is checked off one will be able to choose in the drop down list all the fields available in the Data tab If the Custom Field field is checked off one will be able to choose in the drop down list all the fields that have been created specifically for that report ex calculated fields labels or titles etc 7 To add or insert a group to the l
111. content of the two fields are still displayed but not in the same field e Move the Source field content replace the Destination field content deleting its original content Because of the moving the Source field is empty 7 Click on the OK button to register the operation A dialog box appears to confirm the operation The following dialog boxes are also displayed for some operations 2007 DocuData Software Corporation Inventory management 175 8 9 C Since the chosen fields are either not of the same type or of the same size some data can be lost due to 4 truncation or conversion Confirm 2 This operation could change thousands of records and cannot be undone afterwards Confirm copy from Number to Field 3 E Cancel Click on the Yes button of each dialog box to confirm changes A window appears Contrase a Password X Smith John ow Jo OK X Cancel Enter a password and click on the Accept button The inventory is automatically updated by the system The changes are viewable in the Box and File modules for the concerned documents 6 12 4 Verifying the integrity of boxes and files This option allows to verify the integrity of the database This can be useful to correct errors due to data entry or importation 1 2 3 Click on Inventory Box and File Maintenance from the Main window Click on File Verify boxes Verify Files A dialog box appears and asks if
112. cument can be returned to the record center by reactivating it doing this will also reactivate its past history Recipient Person to whom an order is addressed The authorized user is different from the recipient in that he is the one having access to EDC and can order for several recipients Record All fields of a specific item such as for example the information of box 231 Record center off site Storage facility where less active semi active documents are stored Such a record center allows to preserve the office space for more frequently used documents Replication When the organization is linked with an off site record center a database of the documents is maintained within the organization and the off site record center in order to provide an efficient management of documents Replication is the daily synchronization of the two databases Restrictions Conditions that prevent the disposal of documents containing the restriction Restrictions are associated to document types and are used to ensure the conservation of certain documents beyond their normal retention period Retention period Period for which documents must be stored for either legal fiscal or company policy reasons Retention schedule Collection of document types controlling the disposal of boxes and files Types define the retention period and the disposal mode of documents Retention active Retention period of a document within an organization s storage fa
113. cuments searched Searching MIKE amp SALE will find only documents containing these two words This symbol indicates that at least one of the words joined together must be included in the documents searched Searching MIKE SALE will find all the documents containing MIKE and all the documents containing SALE This symbol indicates that the word following it will be excluded from the search Searching MIKE amp SALE will find all the documents containing MIKE but excluding SALE Page Indicates the number of the current page from search results Result zone Zone where search results are displayed The results are displayed one page at a time to increase the speed of the search Note See Setting up EDC for full text search 135 6 4 3 Searching for boxes files and images Click on Inventory Full Text Search from the Main window Enter the words to find in the text search zone Select the desired search mode see Search options 132 Click on the Search button The search results are displayed Click on the Next Page or on the Previous Page to navigate within the results To view an item select the item and click on the View button to consult its detailed information 7 To open a module from the Full Text Search select a document from the list it will appear highlighted and press the Open module button oahaAh 6 4 4 Setting up EDC for full text search The full text search is only performed for
114. d 2 109 1225 2 Put all the images you want to import in the appropriate folders If you need to import many files at a time create a repertory where all the folders will be and select that repertory when it is time to import Note One can only import images in files that are IN or IN TRANSIT Not all image formats can be imported into EDC the accepted formats are tiff tif or dcx for multi page formats and bmp pcx png jpg for single page formats The name of the images does not have to be specific 3 Click on Inventory gt Box and File Maintenance from the Main window 4 Click on File gt Import Images A window appears the window is specific to your computer Browse for Folder 71 xl Import Images C3 EDC Chant Trial EDC RC Trial V Gee a 3 2 109 230293 O 2 112 233466 O 2112 233490 2 112 233492 5 Select the repertory containing the folder s and press OK The images will be imported in the software and an error log will be shown either to confirm that the import is complete or to show the different errors 6 Repeat the operation if needed Note See the topic Printing Imaging Separator Pages 15 6 12 10 Viewing the Replication log 1 Click on Inventory gt Box and File Maintenance from the Main window 2 Click on File gt Replicator Log The replication will be activated and the report will be generated If an error similar to the example below occurs the IT personnel should be notified
115. d can be renamed in the English and French Text 4 module 5 2 16 Editing the Web Search parameters These parameters will organize the customer s list of search parameters on the web if they have an Internet access to EDC ActiveWeb To see which report was set by default for the web search results see the Creating deleting and configuring custom reports 9 topic 1 Click on Customer gt Customer Information from the Main window 2 Click on Edit gt Web Searches A window appears F Web Searches ICE XI Description D Box Number vo File Number Box Description Cancel File File description Full Text Search Find all words Box Bar code File Bar code Box RC Number t File RC Number Box Field 1 File Field 1 Full Text Search Find any of these words Full Text Search Boolean expression Box Old Number XISIXIXISIXISISISISIXI X XXI 3 Edit the order or the content of the list e To exclude a specific field from the list uncheck the nclude check box situated beside the field description e To change the order of apparition of the different fields select the field you want to move an arrow situated at the left of the field indicates the selected field and use the direction arrows at the right of the window to set the appropriate position 4 When all the changes to the parameters have been done press OK 5 2 17 Exporting Customer Inventory You can export the inventory bo
116. d check off the Change password box 3 Press OK The following window appears instead of opening a new session Change Password ici xi Current password New Password Confirm Password X Cancel Help 4 Enter the requested information and press OK 5 Anew session opens and the password is automatically modified 2007 DocuData Software Corporation 44 EDC Client 5 13 User Manual 4 2 6 4 2 7 4 2 8 4 3 4 3 1 Deleting users As mentioned before a user only has to be defined as inactive to be removed from the system 1 Click on Management gt Authorized User from the Main window 2 Click on Find gt Find and enter the user s family name 3 Press the Accept button and the system will display the user or any other one having a similar family name In this case use arrows from the button bar to view other users Click on Edit gt Edit Move to the Active field click on the drop down button to the right of the field and set it to No Click on the Accept button The system automatically removes the user from the list The user s name will not appear when opening a new session ous Note It is not necessary to enter the user s information a second time in order to give him back access to the system Only set the Active field to Yes Viewing or printing a list of users 1 Click on Management gt Authorized User from the Main window 2 Click on File gt View report Prin
117. de of the current list From _ to Fields containing a predefined date mask Allows to specify an interval of dates that will be considered by the system to produce the list Type Drop down field that can contain all the document types defined in the Retention Schedule module Allows to specify the document type for which the list will be produced Department Drop down field that can contain all the departments defined in the Department module Allows to specify the department for which the list is produced Sub department Drop down field that can contain all the sub departments defined in the Department module Allows to specify the sub department for which the list will be produced By Internal Location Fields that can contain a location range Allows to specify a location range that will be considered by the system to produce the list Checked out less than times in last month s Checking off this field means that the list will include all the records checked out less than the specified number of times during the specified period 2007 DocuData Software Corporation 156 EDC Client 5 13 User Manual Items older than month s Checking off this field means that the list will include all the records created during the specified period 6 8 3 Producing a disposal list of active documents This operation allows to produce a report by disposal mode The criteria considered to sort out the records whe
118. departments are defined by the Department 761 module If the organization s conservation policy uses departmental retentions the disposal dates will be determined from the retention associated with the sub departments The conservation policy is defined in the Retention field 553 located in the Customer Information module Description Optional alphanumeric field containing a maximum of 40 characters This field contains the description of the document Notes Optional alphanumeric field containing a maximum of 65 pages of characters approximate pages number To edit this field use the Edit Notes access path or click on the Notes button in the edit mode Start Date End Date Optional fields with a pre defined date format that can be modified see the Date Mask field in the System Information module These fields are used to specify the start and the end dates of a box or a file These fields are useful when the content of a box or a file has a specific defined period The disposal date will be calculated by adding the conservation period to the end date when it is present Type Required drop down alphanumeric field containing a maximum of 10 characters This field describes the document type of the retention schedule by which a box or a file is controlled Its value can be edited the same way as the Department field Note The document types are defined in the Retention Schedule 791 module If the organization s conservation
119. dexing h12 e Editing OCR indexing options 120 e Indexing documents 12h e Sending images by Email 2h e Sending images by fax 122 e Importing images 23 e Exporting images 125 e Copying or pasting images 2h e Editing a scanned image 2h e Viewing an image 25 e Viewing or editing the keywords of an image 2 e Viewing the information of an image 127 e Deleting images 127 Module s window 100 39 000001 INVOICES FOR BUILDING MATERIALS 6 2 27 2 Opening the Imaging module As mentioned imaging is closely connected with files That is why the Imaging module is opened from the File module 1 Click on Inventory gt File from the Main window 2 Make a search to find in which file the document has to be scanned or add a new file Gee Finding a box or a file 951 and Adding an active box or an active file to the inventory 91 3 Click on File gt Images or on the Images icon to the right of the Number field The Imaging module s window is displayed on the screen 2007 DocuData Software Corporation Inventory management 117 Note The Images icon is only present when documents have already been scanned in the file Take note that the image server must be running in order for the maging module to be opened For all subsequent imaging rubrics we will assume that the Imaging module is opened 6 2 27 3 Scanning and editing documents When scanning multiple documents under the same file it might become
120. dified see the Date Mask field in the System Information module Date when the box or file has been removed from the inventory Volume Box module only Numeric field of the following format 999 9 229 Number of square feet occupied by the box Vault Box module only This box can be checked off to indicate that the record must be stored in the vault This will have an effect when a location will be chosen for the record Location Box module only Alphanumeric field that can contain up to 20 characters For the active or the imaging versions of the software this field indicates the location of the active box within the organization This field is then associated to a drop down list and its values are defined in the Internal Location ni module When EDC is linked with an off site record center this field is read only and indicates the location of the semi active box at the off site record center If the off site record center does not use EDC the tracking of boxes will be done by editing the contents of this field to reflect its location within the off site record center Furthermore EDC allows to track the movement of boxes by using the Circulation 194i module Item set Drop down field associated to a list defined in the current module This field allows to associate an item to an item set When one item associated to an item set is ordered all the available items associated to that set are ordered To associate an item to an i
121. dule when one edits or adds a sub department Important Fields SubDeptNo EDC generated sub department number CustNo EDC generated customer number which can be seen in the Customer Information module under the System field MainDeptName Main department name SubDeptName Sub department name RetentionYears Retention years MainDeptNo EDC generated department number Active If the box is checked then the sub department is active 2007 DocuData Software Corporation 228 EDC Client 5 13 User Manual 8 3 Description Description System Info User Group Module User Group Description This table stores part of the information viewable in the User Group module Important Fields CustNo EDC generated customer number which can be seen in the Customer Information module under the System field GroupNo EDC generated group number Name Group name Note When the values are of the boolean type means Yes and Activity codes Order Request State Accepted 2 Rejected 3 Request type Box retrieval File retrieval Box sale Box returns Hu n Ww W I akRWNM Replication_Schedule Operation Replication Client to Rec Center Replication Rec Center to Client Send document types Non track file update Delivery addresses update Send tape schedule Update lists Image replication client to rec center Image replication rec center to client Delivery
122. dule allows to edit the configuration parameters that will be used everywhere in the system ex the default volume of boxes Available report e list of system information Fields see the next section Tasks e Viewing or printing system information 514 e Replicating with the Record Center 51 e Configuring the PDT sz e Purging the Error Log 52 e Editing system information 521 e Editing the noise words e Editing label templates 52 e View and Unlock locked operations 53 e Changing the image directory Module s window 2007 DocuData Software Corporation EDC software management 51 g System Information Be Ed Heb WK WN ddl EE E inl x Site Serial Number Date Mask Replication Phone EDC Server Name Record center email Night service phone Box Label Format File Label Format Show users module on EDCWeb RPC Servers RPC server at RC Local relay server DocuData RPC Server Imaging Image Directory omm mmm m CUSTOMER 31 TYVVPGUNL MYWPC2BE RVVODADL3 1 vvyyimm dd 127 0 0 1 Fixed address info docudatasoft com Perforated Regular No Port 11002 127 0 0 1 11003 r SSL encryption 127 0 0 1 11008 SSL encryption 00000000000000000000 12336 MAGES Paper Type Letter or Legal Nn 4 6 2 Viewing or printing system informations 1 Click on Management gt System Information from the Main Window 2 Click o
123. e To add a restriction click on the Add button select a restriction in the list that is displayed and click on the Accept button from the list Todelete a restriction select the restriction it will appear highlighted and click on the Delete button Repeat step 5 to add or delete several restrictions Click on the Close button Click on the Accept button to terminate the operations 2007 DocuData Software Corporation Corporate information management 83 5 5 7 Viewing the restrictions or notes associated with a document type 1 Click on Customer Retention Schedule from the Main Window 2 Select the document type for which notes and restrictions must be viewed using the button bar 3 Click on View gt Notes Restrictions 4 According to the choice made previously the appropriate window is displayed Click on the Close button to go back to the module 5 5 8 Viewing or printing a list of document types 1 Click on Customer gt Retention Schedule from the Main Window 2 Click on File gt View Report Print Report 3 The report is automatically printed or displayed on the screen 5 6 Restriction 5 6 1 Overview Restrictions Restrictions are used to prevent a semi active document from being inadvertently put on a disposal list All semi active documents associated with a restricted type will be preserved as long as the restriction is in place unless they are specifically put on a disposal list
124. e When information is transferred from the PDT to the software the software should always be waiting for a reply from the PDT first and not the opposite If a communication error like this occurs simply press ESC on the PDT and try to send the results again 7 2 8 5 Performing an inventory of files located with recipients Please take note that this section follows the same procedure as delivering a file from an internal location 1951 2007 DocuData Software Corporation Order processing 199 On PDT 1 Log into the PDT This can be done by scanning your authorized user bar code 44 provided by your supervisor 2 Press 3 to access the Processing menu Press 2 to use the CHECKOUT function 3 Scan the bar code of the recipient from the list or binder you previously created 4 Proceed to scan the barcodes of the items that will be given to that recipient Once this operation is complete exit this function by pressing 0 and Enter to get to the main menu 5 Link the PDT to the computer via the cable or cradle In EDC CLIENT 6 Click on Orders gt Circulation from the Main window 7 Click on File gt Upload checkouts from PDT 8 Awindow will appear saying Waiting for PDT On PDT 9 Press or select 2 Send results from the main menu and select 2 CHECKOUT 10 Once completed proceed to log out of PDT by pressing 5 Log Out from the main menu Note When information is transferred from the PDT to the software the
125. e history before the removal For archiving purposes the disposal dates can either be calculated on a document type basis or on a departmental basis depending on the organization conservation policy 22 Since each document type or department is associated to a certain retention period boxes and files compute their disposal date according to the department or document type to which they belong Finally disposal dates are updated automatically when the retention of a document type or department is changed The principal tasks related to the inventory are described in the following scheme 2007 DocuData Software Corporation System overview 27 3 5 3 6 Enter or edit boxes Enter or edit files Perform exhaustive Produce activity searches on boxes reports for boxes or and files files Produce disposition lists for active documents Manage internal locations Destroy semi active Transfer semi active documents documents Remove semi active Scan documents and documents from the manage scanned inventory images Batch modification for boxes and files Tasks related to orders The ordering system allows the retrieval of boxes and files from internal or off site record centers Orders may be delivered according to different preferences and priorities All orders being delivered at the same address at the same time are grouped together as one delivery reducing labor and transport costs For example if thr
126. e necessary to enter a user s name and a password optional Guided Tour Locate the EDC icon and double click on it with the left mouse button Select a user s name and press OK Enter a password and press OK The Main window appears The Box module is located under the Inventory tab With the mouse click on this tab and on the button of the Box module If an inventory has already been entered the content of a box is displayed If not only the Edit menu is available to add new boxes We will suppose that at least one box has been entered in the inventory We will look for box number 0105 or any other box number in the inventory khOND oi 6 Click on Find gt Find or on the Find button 6a The search index is set by default to Box Number We will see later how to perform a search 20 with a different search index 7 The cursor is on the Number field 8 Enter 0105 or any other box number in the inventory 9 Press Ctrl Enter or click on the Accept button to start the search The computer initiates the search and displays the most similar item found 10 It is now possible to consult all the wanted information and to display or print a report through the File menu For now we are finished and we will leave the module 11 Click on File gt Exit to return to the Main window Note Every menu item has an underlined letter for direct access without using the arrows or the mouse A menu can be activated by pressing simultaneou
127. e System field Cust_Document_Memo Module Retention schedule Description This table stores the information viewable in the Retention Schedule module when pressing on F4 or when clicking on View gt Notes Important Fields ForeignID In this case this field corresponds to the DocTypeNo CustNo EDC generated customer number which can be seen in the Customer Information module under the System field LineNo Number given by the system to the text s line TextLine Text contained in the note Cust Document Type Module Retention Schedule Description This table stores all the information viewable in the Retention Schedule module Important Fields Active Boolean FieldType the values must be or indicating if the document type is active ActiveDisposal See the Activity Codes 228i topic ActiveRet Active retention period in months 2007 DocuData Software Corporation Appendix 221 AutolndexBoxes Boolean FieldType the values must be or indicating if the boxes will be indexed automatically AutolndexFiles Boolean FieldType the values must be or indicating if the files will be indexed automatically AutolndexImages Boolean FieldType the values must be or indicating if the images will be indexed automatically Classified Boolean FieldType the values must be or indicating if the document type is classified Code Document type code CustNo EDC generat
128. e Viewing or printing the list of documents to be destroyed 1621 e Viewing or printing the volume of boxes on a disposal list ie o Module s window 2007 DocuData Software Corporation Inventory management 159 Disposal List DEMO A Client Demo A Joys File View Find Edt Help CICA CHA GIA Olustnumer H List Number oam CREATED Description festing edit function Disposal Type Non Confidential For Smin Jan Approved Destroyed I 6 9 2 Fields Disposal List List Number Number generated by the system to identify this list A number ending with an asterisk indicates that a list has not yet been sent to the off site record center or has been reset so changes could be done Status Indicates where the list is in the treatment process CREATED the list is being created it can be edited or deleted LOCKED the list has been electronically sent to the off site record center and it cannot be edited or deleted AUTHORIZED the list has been authorized generally be sending a fax to the record center and it cannot be edited or deleted anymore PROCESSED the list has been destroyed and the concerned documents have been processed Description Description of the current list Disposal Type This field can take values Confidential Non confidential Send to depot Sample or Revision It indicates the disposal mode that
129. e box or the file The following values are all valid 100 100 01 01 TB 00002 To get them sorted numerically example 000001 000002 000133 itis necessary to right string numbers with O s Note This field is optional for the File module Classification plan File module only State This field is read only This field indicates the current state activity can also be used of a box or a file This field is automatically updated to reflect the operations made on boxes or files Owner Optional alphanumeric field containing a maximum of 20 characters This field indicates to whom the box or the file belongs to RC Number Unique read only numeric field This field indicates the number automatically attributed to a box or a file It is used internally by the system for tracking purposes Department Sub department Required drop down alphanumeric fields containing a maximum of 30 characters each These fields indicate to which department and sub department a box or file belongs to For example CLAIMS CLOSED CLAIMS indicates that the box is in the CLOSED CLAIMS 2007 DocuData Software Corporation Inventory management 89 sub department of the CLAIMS department To edit this value it is necessary to type in the first letters of the department and to press the Down Arrow or click on the drop down button to display the list of the departments that match the typed letters Note Departments and sub
130. e done in case boxes or files are added by mistake or if the import is done to modify the information of many boxes or files It is always recommended to do an import of one or few entries before performing the actual import This is done to make sure that mistakes in the Excel or CSV sheets can be caught before the actual import occurs This importation wizard simplifies the importation of boxes and files into the system To import any other information see the Importing Data topic To make sure the importation goes smoothly a check list was created so that you can verify if each step is performed correctly This check list also mentions specific exceptions so it is advisable to take a look at it prior to and during the importation see the Check list 1911 topic 1 Click on Inventory gt Box and File Maintenance from the Main window 2 Click on File Import data with wizard A window appears LITT iG x Table Box z Data file pe File type Excel gt Cancel Table Drop down list including these choices Box and File This indicates what type of item you want to import Data file Click on the browse button to select a file This file should include all the information you want to import File type Drop down list including these choices Excel and CSV A file with Comma Separated Values First line contains headers Check box that must be checked when the first line of the Excel spreadsheet or CSV fi
131. e inventory 1 Click on Inventory gt Box File from the Main window Note To reactivate all the files within a box reactivate the box 2 Select the desired box or file 957 3 Perform one of the following series of actions e To transfer a box from the IN TRANSIT or the DELETED state to the IN IN HOUSE state 1 Click on Edit Transfer to In House Box module 2 Confirm the transfer 3 Select an internal location e To transfer all the files of a box from the IN TRANSIT or the DELETED state to the IN IN HOUSE state 1 Click on Edit 2 Transfer Files to In House Box module 2 Confirm the transfer 3 Select an internal location e To transfer files in the IN TRANSIT the OUT or the DELETED state to the IN IN HOUSE state 1 Click on Edit Transfer to In House File module 2 Confirm the transfer 3 Select an internal location Note When deleting a semi active document its information is not deleted in the system The reactivation restarts the tracking process keeping the old history of documents Menu options are only available when actions are effective for the document according to its state For example the menu item Transfer to IN TRANSIT will not be available for a document in the IN TRANSIT state 6 2 14 Reactivating a box or a file to the semi active inventory 1 2 3 Click on Inventory Box File from the Main window Select the desired box or file 957 Perform one of the
132. e number 11 and that all uppercase letters appear before lowercase letters If your box numbering system is strictly numerical then it is important to left pad with O s your numbers like 000001 000002 000022 State DELETED The item has been deleted which implies that the space for the item is cancelled and will not be billed for Boxes are generally deleted because they will not be returning to the off site record center Note that deleted semi active items are not deleted from the computer system they are only marked as DELETED it is therefore possible to recover the history of deleted items by reactivating them State DESTROYED The item has been destroyed State DESTROYED IN HOUSE The item has been destroyed in house State IN The item is at the record center and is available for ordering State IN IN HOUSE The item is present within the in house inventory active documents and is available for ordering State ON DELETION The item is on a deletion cancellation of space list After the item is processed its state will change to DELETED State ON DESTRUCTION The item is on a destruction list at the record center After destruction of the item its state will change to DESTROYED State ON TRANSFER The item is on a transfer list After the transfer its state will change to TRANSFERRED State OUT The item has been ordered from the record center and has not been returned State O
133. e returning to the record center 3 Perform the desired modifications 4 Press OK Note date and user are used to insert the date of the report and the user who has overdue documents 5 2 6 Editing deletion notice templates 1 Click on Customer gt Customer Information from the Main window 2 Click on Edit gt Deletion Notice The following window appears Deletion Notice IDE x ncel 25 a 0 alam Deletion Request This file is not returning to the record center Please replace the file s out card vith this notice 3 Perform the desired modifications 4 Press OK Note Deletion notices can be printed in the Non Track File module consult the Printing a Deletion Notice 213i topic for more information 2007 DocuData Software Corporation Corporate information management 61 5 2 7 Editing lost file notice templates 1 Click on Customer gt Customer Information from the Main window 2 Click on Edit gt Lost File Notice The following window appears 8 amp ex o j Zoom X Cancel Memorandum Lost File Notice Ol xi date Re B Record Centre Lost Documents This is to inform you that all efforts by the Record Centre to retrieve the document indicated bellow have failed It is now considered lost and unavailable for Recall Requested by user 3 Perform the desired modifications 4 Press OK 5 2 8 Defining the mask for internal locations This op
134. e start date and the end date of the report and press OK A window appears 6 Specify the activities for which the report is produced 2007 DocuData Software Corporation 152 EDC Client 5 13 User Manual IF IN F NUMBER CHANGE F GENERAL CHANGE IF OUT I DESC CHANGE CHANGE OF HANDS SELECTED I TYPE CHANGE SAMPLED F IN TRANSIT F ACC LEVEL CHNG K REVISED I MOVED F DISPOSAL CHNG Z SENT TO DEPOT I SEARCHED I VOLUME CHANGE ITEM SET CHANGE II ON DISPOSAL I CARDBOARD CHANGE ADDED r ON TRANSFER IMAGES SCANNED ALT LABEL CHANGE II ON DELETION F ON INTERNAL TRANSFER F DELETED I DESTROYED IN HOUSE ELECTRONIC F DESTROYED F VAULT CHANGE F TRANSFERRED F PICKED II IN IN HOUSE F REFILED I OUT IN HOUSE I FIELD 6 CHANGE II DEPT TRANSFER M PRINTED Lyx X Cancel Help 7 Press OK A window appears amp Reports el xi 2 vo X Cancel SIMPLE 8 Select the type of report wanted and press OK 9 The report is automatically shown or printed 6 7 8 Viewing or printing overdue memos 1 Click on Inventory gt Activity Report from the Main window 2 Click on File gt View Overdue Memos Print Overdue Memos 3 Specify the start date and the end date in the window that is displayed and click on the OK button 4 The sorting out is automatically done and the report is displayed or printed When viewing the report click on the Close button of the report
135. e wanted file 957 and keep it on the screen Right click in the space reserved for electronic documents A menu appears Select Edit Document Information in the menu A window appears with the document s information akhAON 2007 DocuData Software Corporation Inventory management 111 Edit document informations lei xi Document Num Old Number EE Access Level p Description c ontract 1 File type io ssi Author OE Field 1 iets 2 Tr Field 3 Creation Date Registration Date Notes Keywords v OK X Cancel 7 Help Old number Read only field that contains the previous document number Registration Date Read only field that contains the date at which the document was added to EDC Notes Pop up window that enables one to add notes to the document Notes are indexed therefore the document can be found easily through the Full Text Search ish Keywords Pop up window that enables one to add keywords to the document Keywords are indexed therefore the document can be found easily through the Full Text Search sh For more information on the other fields consult step 5 of the topic called Adding a document o5 6 2 26 4 Consulting a Document Consulting the last version of a document Click on Inventory File from the Main window Find the wanted file and keep it on the screen Right click in the space reserved for electronic documents A menu appears Select Open Head On
136. e window opened in 2 5 If desired repeat the operation for another item set or click on the OK button to have access to the other fields 6 When all the changes have been performed for that item click on the Accept button 6 2 23 Printing Imaging Separator Pages This option is used to import images easily into EDC Client it is especially useful when a third party scans images for the company First a separator page is printed for each file then the imaging software will scan the page and the images in order to return a multi page tiff file named after the bar code of the file This option is only available in the File module 1 Click on Inventory gt File from the Main window 2 Click on File gt Print Imaging Separator pages A window appears 3 Enter the customer key or press OK to have the list of customers select a customer it will appear highlighted and press OK Press OK 4 Awindow appears 2007 DocuData Software Corporation Inventory management 107 Print Imaging Separator Pages Number Activity Description Jo OK Xx Cancel Add F Barcode ife Delete Q View A Search i amp Printer T Only selected 5 To add a file press Add 6 A message appears Select by description Press Yes to accept press No to select by number or press Cancelto abort the operation 7 Enter the file number and press OK to select the start
137. econd value in the sequence Ex A comes before Z thus the range A124 to Z129 would be sequential while the range Z009 to A129 would not Allow State change When this checkbox is checked the software allows the update of the box or the file s activity this should be done in exceptional situations This verification is done so that the state of an item cannot be changed by importing a new activity 6 When all the necessary options have been selected click on the Next button A window appears DataFileName CAU DRIVE Support Templates importationex Tests box importiBoxes d FileType Excel FieldsIDType Name SheetNumber 1 TableName Box BeginField EDCFieldName CustKey FieldID Custkey Alpha FieldType Number EndField BeginField EDCFieldName CustBoxNo FieldlD Bax number Alpha FieldType Alpha EndField BeginField EDCFieldName Accesslevel FieldID Access Level Number FieldType Number gt Save As Test Test The system will test the description file that has been created according to the settings of the two previous windows A report will appear mentioning if the file contains any errors Save as The system will prompt you to save the description file that has just been created 2007 DocuData Software Corporation Inventory management 189 7 Press on the Test button to make that the settings of the importation are correct The import log of the test appears E Report z H
138. ed and all the options have been set press on the Next button A window appears EDC VH Data file I Box modify only Mapping T File modify only Options I Department Modify Only T Do not update existing records Validation M Allow advanced options Advanced options I Skip duplicate record warning I Skip truncation warning Skip file integrity warning I Disable start end date warning I Disable range warning F Allow State Change Back Next Cancel Box modify only Check box that prevents the addition of new boxes only the update of the boxes information already present in EDC will be done This means that if a box contained in the data file is not already present in the software the test and the final import will give an error message ex Box XYZ for customer DEMO not found it can t be updated File modify only Check box that prevents the addition of new files only the update of the files information already present in EDC will be done This means that if a file contained in the data file is not already present in the software the test and the final import will give an error message ex File XYZ for customer DEMO not found it can t be updated Department modify only Check box that prevents the addition of new departments only already created departments should be included in the data file This means that if a department contained in the data file is not already present in the software the test and t
139. ed by charge back a window appears 8 When necessary enter a charge back code and press OK A window appears E Boxes to order R Xx Cancel dij Add F Barcode Delete Q View 18 Edit 4 Search DESERT Loue a Aseen ERE Eile F Only selected 9 Perform one of the following operations To manually add boxes click on the Add button and enter a number in the window that is displayed The list of the boxes or files for the customer appears Select the desired items and 2007 DocuData Software Corporation 208 EDC Client 5 13 User Manual press OK The items are added to the selection and are displayed in the window opened in 3 Note By selecting a box in the ones that are added to the order and by clicking on the File button it is possible to enter a description for a file contained in that box this will indicate to the system not to order the entire box but only the file e To add items by performing a search click on the Search button A window appears F Box Search Of x Number i Search Aseh Department Sub Department X Cancel SM Help Type Disposal Description Owner Source Start Date Maximum ff End Date Maximum ff Disposal Maximum if Entry Date Maximum Iud RC Number Maximum fo d Enter one or more search criteria and click on the Search button All the boxes that correspond to the entered criteria are autom
140. ed customer number which can be seen in the Customer Information module under the System field DocTypeNo EDC generated number assigned to each document type EnglishDesc English description FinancialEval Financial Evaluation field FrenchDesc French Description LegalEval Legal Evaluation field MainDeptNo EDC generated number assigned to each department OcrTemplateNo EDC generated number assigned to each OCR template these templates are only available when a customer is replicated with the Record Center SemiActiveDisposal See the Activity Codes 228 topic SemiActiveRet Semi active retention period in months SubDeptNo EDC generated number assigned to each sub department Cust_Source_Loc Module Source Location Description This table stores all the information viewable in the Source Location module Important Fields CustNo EDC generated customer number which can be seen in the Customer Information module under the System field Location Location name AddrLine1 First line of the location s address AddrLine2 Second line of the location s address City City State State PostalCode Postal Code Country Country PhoneNo Phone number Customer_Space CustNo EDC generated customer number which can be seen in the Customer Information module under the System field LocationNo EDC generated location number Location Location Capacity Capacity Used Number of spaces used Out
141. ed items are displayed one at a time Available report e list of all orders or rejected orders Fields o see the next section Tasks e Ordering a semi active box or file 202 e Ordering a semi active file that has not been inventoried 2051 e Returning documents to the offsite record center 20 e Adding other services to an order 208 e Adding a box or a file search to an order 207 e Viewing the delivery address of the selected order request 21h e Viewing or printing report for all orders or rejected ones lih Module s window v Order DEMO A Client Demo A Ele View Find Help age F Delivery Type Regular Entry Date posi S foray Delivery Date 2005 11 11 Pm Request fis Status ACCEPTED Rejected Reason Recipient ss Box Number 105 fi 80072 File Number o File No Description 10 CTIVE POLICY FILES 7 3 2 Fields Order Delivery Type Method and delay for the delivery Delivery details are set by the off site record center Entry Date 2007 DocuData Software Corporation 202 EDC Client 5 13 User Manual Date and time of the order Delivery Date Indicates the date when the order was delivered This field will remain empty until the order is accepted Request This is a unique number generated by the system to identify an article within an order Order The off site record center order number State Indicates if the order has
142. ed on the screen 2007 DocuData Software Corporation 86 EDC Client 5 13 User Manual 6 1 6 2 6 2 1 Inventory management Outline Inventory Inventory management is at the core of EDC Client software in fact the system is able to give at any moment the state of a box or a file as well as its detailed history The follow up of a document is done for the entire duration of the document s life at the record center or at your organization In addition the system facilitates the search of a box or file as well as enabling you to perform modifications on the item s information One can also dispose of an item in accordance with its storage cycle Box and File Overview Box and File For practical reasons the Box and the File modules are combined in a single chapter This is done since most operations performed on boxes are also available for files Furthermore the File module is not available in the semi active boxes only edition of the EDC software These modules allow to consult or to modify the information of boxes and files Furthermore if the content of a box has been inventoried it is possible to consult the list of its files Finally these modules allow to add or remove boxes and files from the inventory and to print bar code labels for boxes and files Sp Available reports Box module e list of all boxes e by number by old box number by description by owner by internal location by
143. eds Creation Date Read only field that contains the document s creation date 6 Select the type of document to attach file or folder Click on the Browse button to select a file or folder Enter the remaining information and modify the information that appears by default if necessary 7 Once all the information has been entered and modified press OK The document will automatically be associated to the file Note An electronic document can also be associated to a physical file but it is normally recommended to associate it with an electronic file 6 2 26 3 Viewing or Modifying a document s information Viewing the information of a document Click on Inventory gt File from the Main window Find the wanted file 957 and keep it on the screen Right click in the space reserved for electronic documents A menu appears Select View Document Information in the menu A window appears with the document s information SP NE Viewing the user of a document Click on Inventory File from the Main window Find the wanted file 957 and keep it on the screen Right click in the space reserved for electronic documents A menu appears Select Check Who Is Modifying The Document in the menu A window appears with the information PEL Information ka i j Smith John edit the document since the 2006 07 21 at 10 23 hen Modifying the information of a document Click on Inventory gt File from the Main window Find th
144. ee orders are entered in one afternoon for a delivery at the same address they would be grouped together as one delivery the retrieval and shipping costs for all files and boxes will be combined together Electronic management of documents The EDC software client version manages and controls the flow as well as the inventory of active and semi active documents without maintaining a permanent electronic or internet link with the off site record center EDC does this by maintaining two copies of document information one on site and one at the off site record center that are periodically synchronized through a communication link It is this link that allows the order of semi active documents from the off site record center 2007 DocuData Software Corporation 28 EDC Client 5 13 User Manual 3 7 When new information is entered or existing information is edited the data stored at the off site record center must be updated Reciprocally any changes made at the off site record center must be returned to the organization s database Here is an example illustrating the importance of the replication process a box is ordered by a user as soon as the box leaves the off site record center to be delivered to the organization its state is changed from IN to OUT in order to control the flow of items the organization s database must reflect the box s every movement When ordering a document from the off site record center EDC
145. eesieeeeeees esee esten en nent nnnnn nnns nnn natns natns as sn aant 98 Reactivating a box or a file to the active inventory eseeeeeeseeeeeeeeeeeenee eene teen nn nnnm enn nn natn nsns sanas 98 Reactivating a box or a file to the semi active inventory 98 Sending the updated information of a box or a file to the off site record center 99 Viewing the fileS Of a DOX qumm M 99 Viewing the history of a box or a file cee eeteeeneeseeeeeneeesseesseeeesneessnesesneesenesnaeesseneeseaseeneessneeeseessseesseneeseneesneeees 99 Viewing or editing notes for a box or a file sees nennen nnne nennen nnn nrntnn nnns inns aneneen na 99 Viewing or printing a list of boxes or files eeeeeeeeeeieeeeeeeeeeee ee enennnnennnn enne nnns nnns nnn natns anna aane 100 Viewing or printing a list of boxes or files that are Out eese eene nennen nnne nnne 102 ENIRO ER 102 Adding items to an item set or viewing items of item set assesses nennen nennen 105 Printing Imaging Separator Pages seeeeeeeeeeeeeeeeee eene nennen tnnt nnns nnns inns tins tn sites nsa tn sinn sinn ennenen 106 Viewing and adding keywords 107 Copying and adding a box or file 107 Managing Electronic Documents 108 Principles of Electronic Management
146. em adds zeros beside the automatic number when the RC number is longer the current value has no effect File volume width Numeric field that can contain a maximum of 1 character 2007 DocuData Software Corporation 58 EDC Client 5 13 User Manual This field relates to the number of digits to be used when numbering files using the classification plan Validate Date Range Choice field containing Yes or No When this field is set to No the system will not validate if the Start Date is before or after the End Date This will apply for boxes and files 5 2 3 Defining the main parameters for record management In order to know what parameters can be configured consult the description of fields ss from the Customer Information module 1 Click on Customer Customer Information from the Main window 2 Click on the Edit button 3 Select the desired field and perform the modifications needed Repeat the operation for other fields 4 When done click on the Accept button 5 2 4 Creating deleting and configuring custom reports The reports pre defined here allow to specify which information will be displayed in the reports of boxes and files and also in the scanning and selection lists produced in EDC Pre defined reports are granted to a customer automatically The current operation allows to edit these reports or to add new reports to the list of available reports This section also allows to set a repo
147. en be added in the active inventory in the following manner 1 Click on Inventory gt File from the Main window 2007 DocuData Software Corporation 92 EDC Client 5 13 User Manual 2 Make a search for a pre printed files under its RC number RC number is displayed on the label printed at the time of the auto creation Note The search can also be done by number because the RC number was attributed as a default number to the pre printed file Click on Edit gt Edit The information related to the file can then be edited Enter a new number in the Number field if desired Enter the box or the shelf number where the file will be stored in the Box Shelf field Click on the Accept button The system automatically updates the data and the file is added to the active inventory The file will change from the PRINTED to the IN IN HOUSE state oof amp 6 2 4 Adding a box or a file to the semi active inventory Adding a box or a file Click on Inventory gt Box File from the Main window Click on Edit gt Add IN TRANSIT 229 Enter the information in appropriate fields the red fields indicate the required information Click on the Accept button Repeat steps 3 and 4 as often as necessary Click on the Cancel button to terminate the data entry Print bar code labels for newly added records laser labels 9 or thermal labels 98 Click on Orders gt Order from the Main window to indicate to the off site
148. enseaeeneeeseneensenseneees Producing a disposal list of active documents cseceseeeeseeeeseeeeseeeseneeseeeseeeeesnesssnesesnesseneesseeseeneesseeeeeess 156 Transfering active files to a DOX cessisse eeeeeeeeeeeeeee eene ene nn tnn nnne nnnm ase tn satin assis aa snn asses assa asa sn s assa sa sn sana 157 Transfering boxes to the off site record center esses eeeeeeeee seen nennt ana tn nante sinn a ann 157 Transfer files to open shelf at record center eeeeseesiseesees esses eeeeee nennen sn nnn nennt natns natn aa nnmnnn nenene 157 Destroy bOxeS OF fIIOS c 157 9 DISPOSAL LIST Ia ea a e Lee eio CA Aea A NAN 158 Overview Disposal List eTe aa Teea a a et dat Ee e doch a a peter ipiius 158 Fields Disposal List EE E E T E 159 Manually producing a list of semi active documents to dispose of seen 160 Automatically producing a list of semi active documents to dispose of eene 161 Deleting a disposal list 03er enti te iet acce acy suse duupucdenussaesatesaer coucecceuersaetuevSeny select 162 Viewing items on a disposal list eeeeeeeeeeieeeeeeeeeeene eene nenne nnne nnnnn sa nnn sain aant nass snas sanas snas asma aa sna 162 Viewing notes on a disposal list sinisin aana aea aaaea Sie aaeeea menaira Anana Aerona eread Naranai sana aa sn aaraa 162 V
149. epartment This operation will simply move the sub department from its department to a different department The target department must not contain a sub department with the same name The original sub department will be erased from its original department For example the Oswald sub department must be moved from the Current Affairs department to the Archived Affairs department 1 Click on Customer Department from the Main Window 2 Click on Edit gt Transfer gt Sub to Main Department A window appears containing the list of existing sub departments 3 Select the source sub department ie Oswald and press OK Another window is displayed containing the list of the existing departments 4 Select the destination department ie Archived Affairs and press OK The transfer is automatically done in the system The source sub department is automatically deleted in the System for the original department Note This operation may take some time if the involved sub department contains many documents 5 4 7 Viewing or printing a list of departments and their sub departments 1 Click on Customer gt Department from the Main Window 2 Click on File gt View Report Print Report 2007 DocuData Software Corporation Corporate information management 79 3 The report is automatically printed or displayed on the screen 5 5 Retention Schedule 5 5 1 Overview Retention Schedule This module allows to consult edit a
150. eports employee stats box inventory route templates 6 5 2 Working with reports Adding and Importing a report OONOARAWAND Click on Inventory gt Report from the Main Window Click on the Edit button To add a new report to a folder select the folder ex Reports and it will appear highlighted Right click on it with your mouse and select Add a child from the menu A window appears Enter the new report s name and press OK Double click on your new report to open it Click on File gt Import A window appears the window is different for each computer Select a report it will appear highlighted and press Open Perform small changes at least one 10 To save the report click on File gt Close 11A message appears Save the changes Press Yes to save the changes 12 When all is done press OK If no changes are performed the report cannot be saved Editing a report NOohOND Click on Inventory gt Report from the Main Window Click on the Edit button Double click on the report to open it Perform the changes needed To save the report click on File gt Close A message appears Save the changes Press Yes to save the changes When all is done press OK Renaming a report 2007 DocuData Software Corporation Inventory management 137 Click on Inventory gt Report from the Main Window Click on the Edit button Select the report it will appear highlighted Right click o
151. er boxes F Only selected z 9 Perform one of the following operations e To manually add files click on the Add button and enter a number or a description in the window that is displayed The list of the customer s files appears Select the desired items and press OK The items are added to the selection and are displayed in the window opened in 3 e To add many files from the same box click on the Add by Box button A window appears 2007 DocuData Software Corporation 210 EDC Client 5 13 User Manual Activity Description 4 v X Cancel gt F Barcode Q View 4 Search F Only selected gt z Add Click on the Add button and enter a box number The list of the customer s boxes appears Select one or many boxes they will appear highlighted and press OK Press OK in the Boxes window when all the boxes where added All the files from the boxes selected appear in the Files to order window e To add items by performing a search click on the Search button A window appears Box Search Number Department Sub Department Type Disposal gt Notes No b E E no pae Description Owner Source Maximum ff Maximum HP Maximum Maimum Maximum 0 Start Date End Date Disposal Entry Date RC Number ri olx 4 Search Asean X Cancel Lo we Help Enter one or more search criteria and click on the Search b
152. eration allows to define the codification of internal storage locations 1 Click on Customer gt Customer Information from the Main window 2 Click on the Edit button 3 Select the Location Mask field and define the mask criteria 225 4 Click on the Accept button Note The location mask should be carefully thought out so that it accurately reflects the physical storage organization This mask should only be modified when no documents have been entered in the system once a document is entered this mask should not be changed 5 2 9 Defining custom labels for boxes and files 1 Click on Customer gt Customer Information from the Main Window 2 Click on Edit gt Labels The following window appears and contains default formats 2007 DocuData Software Corporation 62 EDC Client 5 13 User Manual X Close Edit 4 Add Box Label Format Add File Label Format Delete 3 Click on the Add Box Label Format button to edit box labels or on the Add File Label Format button for files The following window opens containing also many lines where each describes a value defined in the system Box Label Format E N a Format Avery5158 4 x 15 7 Top Left Width Height Font S Text V OK 0 03 0 X Cancel Q View Default X cance oue oem De ayw E Derat 2 4 Lines can be added or removed if desired and their parameters can be modified Each line rep
153. ering a box order for example In BOX module F7 Print thermal labels also in other modules Ctrl N Adding notes F5 Editing the alternate label F2 View files within a box F3 View the history F4 View the notes In FILE module Cirl l F3 F4 F6 Open the imaging module View the history View the notes View the last order In DISPOSAL TRANSFER DELETION list modules F2 View items within a list Note Some keyboard shortcuts are only available in relevant modules For example Ctrl I only appears in the File module because imaging is completely performed and managed from it 2007 DocuData Software Corporation General concepts 19 2 6 Opening a module The Main window is the heart of the program it is where all actions are initiated from Tab Orders i Customer Management Opened Modules mr Y I SF ooo Eie Document Search Report jrtemal Locabon Actonty Report woe E 5 Oisposal List Transfer List Module For opening a module it is necessary to 1 Know what module is needed 2 Select the appropriated tab by clicking on it with the left mouse button 3 Click on the wanted module 2 7 Using several modules simultaneously 1 Open the first module in the usual way amp see the previous section 2 Once in the module press Ctrl Bksp or click on the right mouse button Some menus appear EDC VH Open New Module gt Box 7 File Retur
154. et up of the PDT Also when the batteries are changed the PHL is set for cable communication by default so one needs to set this parameter especially if the communication is mainly done with cradles 1 Goin the Utilities menu 4 Utilities 2 Goin the Cradle Cable menu 4 Cradle Cable 3 Press 1 and Enter to choose the communication by Cradle and 2 and Enter to choose the communication by Cable Note The default is always set to Cradle communication Setting the bar code symbology This option is only useful when the record center has alternate labels with the 2 of 5 bar code symbology by default EDC uses the 3 of 9 symbology This enables the user to select the length of the bar codes used This option is only available for the PHL2700 model 1 Goin the Utilities menu 4 Utilities 2 Goin the Min 2of5 length menu 5 Min 2of5 length 3 The default used for the length of the bar code is 6 To change that length enter the new value Ex 7 and press Enter The PDT goes back to the main menu 7 2 3 2 Setting up the system for PDT use 1 Create codes for end file users Recipients by adding them into the Recipients 23i module and printing their labels 2 5 These users will be receiving the files ordered in the Order 20 module 2 Ask a supervisor to print a bar code 441 for each authorized user that will have access to a PDT The user will have to scan this barcode in order to log in to the PDT 3 Createl 4 and print la
155. etc 3 Choose a search index by pressing the Ctrl K keys using the Up Arrow key and the Down arrow key or by clicking on the search index button to drop down the list as follows and scroll with the cursor Box DEMO A Client Demo A Fle Vew Find Edt Help HOO ely Customer Location Box Number Sub Department Box Number DMINISTRATION CLdDescription cane End Date Box Number Description BARCELONA Destruction Date Bax Number Entry Date 4 Initiate the find operation by using the Find button or by clicking on Find gt Find or pressing Ctrl F keys Note A dialog box is displayed to enter the customer concerned by the search when it is indicated in the chosen search index 2007 DocuData Software Corporation General concepts 21 5 f so necessary enter the customer s code and click on the Accept button The module becomes active all fields are blank except the selected field which is available to enter information or related dialog boxes appear 6 Enter the appropriate information in the fields or boxes 7 Perform the find operation by clicking on the Accept button of the module or on the dialog boxes or press the Ctrl Enter keys 2 10 Using reports Most modules have their reports available from the File menu All reports may either be printed or viewed on screen The File gt Print Setup operation may be used to select the target printer and the paper source The other printer
156. ew who is currently consulting it The document s information name creation date notes keywords etc can be consulted or modified at anytime Another great aspect of this electronic management options is that a document can be finalized which means that it can no longer be modified This option is mostly useful for documents that one does not wish to be able to modify such as a final contract 6 2 26 2 Adding a document Adding an electronic file Before adding a document a file should be created to reflect the content of the document or folder to which it will be associated This is done for tracking purposes See the adding an electronic file 25 topic Adding a document to a file 1 Click on Inventory gt File from the Main window 2 Find the wanted file and keep it on the screen 3 Right click in the space reserved for electronic documents A menu appears 2007 DocuData Software Corporation Inventory management 109 4 Select Add New Document in the menu 5 Awindow appears Add a new document rl x tached File Lo Brwse C Atta l er 4157 l Document Num Poo Access Level p 3 Description Loo File type Author FO Field 1 Fied2 PO Field 3 Creation Date X OK X Cancel Help Attached File After selecting the file via the Browse button the path or address of the file will appear in the field Attached Folder After selecting the folde
157. f the organization is linked electronically or by internet with the off site record center this module allows to consult print fax send by email or save these scanned images 2007 DocuData Software Corporation 34 EDC Client 5 13 User Manual s This module is used to facilitate the tracking of recipients and to allow e mail information to be associated to a recipient It also allows to scan for newly added recipients and print labels for these recipients in order for the PDT to scan their information 3 12 Setting up the Printers The configuration of printers should be handled by IT personnel or by qualified personnel with supervisor rights on the computer server or network Setting up the laser printers In every module window a menu item called Print Setup is available under the File menu File gt Print Setup or by pressing the Shift and F7 keys simultaneously Print Setup 21x Statux Ready Type Microsoft Office Document Image Writes Driver Where Microsoft Document Imaging Writer Port Comment Papes Orientation Size Ad Potrat Source Bac par d faut Gers Network Cancel The default printer is automatically selected by the system All the network printers appear in the drop down list The printer network can also be viewed by pressing the Network button Setting up the thermal printers The thermal printers can be set up two ways in the configuration file DC CFG
158. field 1 by field 2 by field 3 by department or by sub department e on department on sub department on activity or on type e list of all boxes that are out either by date by recipient or for a recipient e detailed information for each box e list of boxes for a specific period and according to their entry date in the system Available reports File module e list of all files e by number by description by owner by field 1 by field 2 by field 3 or by disposal date e on department on sub department on activity on box on type for a sub department or on type for all files e list of all files that are out detailed information for each file list of files for a specific period and according to their entry date in the system 2007 DocuData Software Corporation Inventory management Fields see the next section Tasks Adding a box or a file to the active inventory 91 Adding a box or a file to the semi active inventory 921 Adding an electronic file 2 Batch adding files to the inventory 934 Deleting a box or a file 947 Editing the information of a box or a file ss Finding a box or a file 95 Printing a detailed report of boxes or files 953 Printing bar code labels for boxes or files 96 Printing the thermal label of a box or a file ee Reactivating a box or a file to the active inventory se Reactivating a box or a file to the semi active inventory 981 Sending the updated information of a box
159. field of the Customer Information module Interval of documents contained in a box or a file This field is reserved for the internal use Files Box module only Read only field that can contain Yes or No When this field indicates Yes it means that the box contains inventoried files Box File module only Drop down field associated to the list of boxes in inventory Indicates the number of the box that contains the file Box Shelf File module only Drop down field Indicates the box or the shelf where the active file is stored The box number must correspond to a box in the IN IN HOUSE state The shelf must first be defined in the Internal Location n module Old Number Read only alphanumeric field containing a maximum of 16 characters When the box number is modified the old number will be displayed in this field for reference If the number is changed a second time then the original number will not be retrievable Entry Date Read only date field possessing a pre defined format that can be modified see the Date Mask field in the System Information module The entry date is first set when a box is entered in IN IN HOUSE or IN TRANSIT When the box is received at the record center the entry date is modified to reflect this last date Withdrawal Date 2007 DocuData Software Corporation Inventory management 91 Read only date field possessing a pre defined format that can be mo
160. following actions e To transfer a box from the DELETED state to the IN state 1 Click on Edit Transfer to IN TRANSIT Box module 2 Confirm the transfer 3 Select the files to be reactivated e To transfer a file from the DELETED state to the IN state 1 Click on Edit Transfer to IN TRANSIT File module 2 Confirm the transfer 3 Enter the box number to which the file will be transferred the box must be in the IN TRANSIT or the OUT state Return boxes to the offsite record center 2o4 State of boxes will be changed to IN once they have been processed by the record center 2007 DocuData Software Corporation Inventory management 99 6 2 15 Sending the updated information of a box or a file to the off site record center This operation allows to send the information entered for a box or a file to the off site record center immediately when the organization is linked electronically to an off site record center Normally this operation does not need to be performed since the changes on boxes or files are updated by the software at a pre defined moment every day It can be useful when the organization needs to update information immediately for a specific reason 1 Click on Inventory Box File from the Main window 2 Click on Edit gt Refresh With Record Center A dialog box appears 2 Refresh With Record Center Confirm 3 Click on the Yes button and the changes will be transmitted
161. for files Subdivide boxes into as many indivdual files as desired each with its own retention calendar Manage and track all items both in house and semi active filles and boxes Dual retention calendars for active in house and semi active files and boxes Circulation inventory management destruction and transfer lists of all in house files and boxes Scan files into an image format Identify track store retrieve and manage documents right down to the individual page Manage track identify and retrieve documents in electronic form SB x xX X x EDC Client versions SBF x x XxX x SA XX xXx x x SAI SAE X X X X X X X X X X X X X X X X X X X X X X X X X X X X X For further information about the client version of the EDC software and its different editions 2007 DocuData Software Corporation Welcome 13 consult the web site at www docudatasoft com 1 2 Quick start EDC was just installed and it is now time to explore this new environment The goal of this guided tour is to establish first contact with EDC software It should take about 15 minutes During this exercise we will find the information related to box number 0105 Upon completion the user will be able to e identify his or herself within the system e navigate within the application e perform a search Before starting the computer must be open and running a Windows session It will also b
162. g formats bmp png eps afi vst tga dcx pcc pcx jpeg jpg tif and tiff 1 Click on File gt Import from the Imaging module A window appears different for each computer 2 Search for the folder in which the image is located select the image and click on the Open button 3 The image will be automatically imported to the current inventoried file and will be displayed on the screen 4 Repeat steps 1 to 3 if necessary Note It is possible to import many images at a time via the importation in the Box and File Maintenance module consult the Importing Images 1921 topic 6 2 27 14 Exporting images The images that are locally stored or called back from the off site record center see Downloading images can be exported 2007 DocuData Software Corporation 124 EDC Client 5 13 User Manual 1 Click on File gt Export from the Imaging module A window appears 2 Enter an interval of images to export and click on the Accept button A window is displayed different for each computer 3 Select the directory to which the images will be exported enter a name for the file and click on the Save button The exportation will be automatically performed and the system will come back to the maging module s window 6 2 27 15 Copying or pasting images This option gives the possibility to copy an image and paste it to the current file or to copy a scanned image from the current file and paste it somewhere else
163. g new source locations 1 Click on Customer gt Source Location from the Main window 2 Click on the Add button 3 Enter the data in the appropriate fields and click on the Accept button Editing source locations 1 Click on Customer gt Source Location from the Main window 2 Select the source location to be modified and click on the Edit button 3 Modify the data in the desired fields and click on the Accept button Deleting source locations 1 Click on Customer Source Location from the Main window 2 Select the source location to be deleted and click on the Delete button 3 Confirm the operation by clicking on the Yes button of the confirmation box that is displayed Viewing or printing a list of source locations 1 Click on Customer Source Location from the Main window 2 Click on File gt View report Print report 3 The report is automatically displayed or printed 2007 DocuData Software Corporation 76 EDC Client 5 13 User Manual 5 4 5 4 1 Department Overview Department This module allows to consult and edit the information about departments and sub departments as well as the retention period when the conservation policy is calculated according to departments the Retention field of the Customer Information module needs to be set as Sub Department New departments and sub departments can also be created This information will be used to categorize boxes and files Eug Sd Available
164. gt Non Track File from the Main window 2 Click on File gt Print Deletion Notice 3 The notice will automatically be printed 4 Proceed to send this notice to the record center at the next box or file delivery pick up 7 4 5 Printing a lost file notice 7 5 7 5 1 This procedure is used when a non track file will cannot be found at the off site record center and when its out card must be replaced by the following notice The message is usually as follows This is to inform you that all efforts by the Record Center to retrieve the document indicated below have failed It is now considered lost and unavailable for Recall The previous text can be modified in the Customer Information module consult the Editing the lost file notice template 611 topic for more information 1 Click on Orders gt Non Track File from the Main window 2 Click on File gt Print Lost File Notice 3 The notice will automatically be printed 4 Return the lost file notice to the record center 204by including it on a return Recipients Overview Recipients This module is used to facilitate the tracking of recipients and to allow e mail information to be associated to a recipient in order to e mail the out items memo Fields 2 4 see the next section 2007 DocuData Software Corporation 214 EDC Client 5 13 User Manual Tasks e Printing a recipient label 2 5 e Editing a recipient e Adding a recipient 215 e Deleting a rec
165. guration file General Library path The library is used by the software to put temporary files or installation files when an application is installed by the viewer such as Microsoft Office Word Viewer By default it will be set as the folder in which the viewer executable was found A path should look like the following C EDC EDCCLRT Library Register All Formats Not Associated f 1 is entered the EDCView application will appear in the Open with list of programs in Windows Explorer Overrides An override is used to associate a file format with a specific application This application will then open the file automatically instead of the default application For example one would want to open the GIF image format with paintbrush instead of the default viewer Overrides gif C WINDOWS system32 mspaint exe Register This is to specify the type of file formats that should be registered with the viewer In other words this file type will be opened by EDCView if no other default application opens it Here is an example of a list of extensions to be registered Register Extensions pdf doc txt gif tif jpg Unregister This is an advanced option used to specify the type of file formats that should be unregistered from the viewer This is very dangerous and should only be done when really needed since the original applications will loose their association to this file format Take note that this does not always work with
166. hanumeric field containing a maximum of 10 characters This field indicates the name of the document type This value will appear in the drop down list associated with the Type field of the Box and File modules French Description and English Description Optional alphanumeric fields containing a maximum of 80 characters each These fields give the French and the English description of the document type Retention Active Numeric field containing values up to 999 years or 11 988 months This field indicates the active retention 220 period for boxes and files of the selected type Semi Active Required numeric field containing a value up to 999 years or 11 988 months This field indicates the semi active retention 22 period for boxes and files of the selected type Note If the conservation policy is based on document types and the conservation periods are modified the system will ask if the disposal dates for the boxes and files have to be updated If it is the case the system may be busy for a while if many documents are associated with the types that have been modified Disposal Active Drop down field that can contain the values described below This field indicates the manner in which the documents will be disposed of at the end of their active retention period Semi active Drop down field that can contain the values described below This field indicates the manner in which the documents will be disposed of at the end of t
167. he OK button to terminate the procedure 2007 DocuData Software Corporation 200 EDC Client 5 13 User Manual Note The software automatically updates the state and history of the concerned documents 7 2 5 Returning active documents or semi active documents when not replicated See also the Using the PDT 195chapter 1 Click on Orders gt Circulation from the Main window 2 Click on Circulation Check In Items A window appears Check In Items x di Manual Selection s T Mf winsercoses X Close 3 Check off the appropriate box whether files or boxes have to be returned 4 Perform one of the following actions e To use a bar code reader click on the With bar codes button and scan the items or manually enter the number located under the bar code of the record label and click on the OK button Press the Esc button when finished e To manually select items click on the Manual Selection button Click on the Add button Enter an item number to indicate where to start on the list and click on the OK button Select the desired boxes or files from the list they will appear underlined Click on the OK button Add more articles by repeating steps 5 6 and 7 10 Delete items from the list by selecting them and clicking on the Delete button 11 Search for items by clicking on the Search button and proceed as described 12 in the Searching for boxes or files rubric 12 Click on the OK
168. he final import will give an error message ex Department XYZ not found 2007 DocuData Software Corporation 188 EDC Client 5 13 User Manual Do not update existing records Check box that prevents the update of existing records Allow advanced options Checkbox that enables the use of the advanced options Advanced options Skip duplicate record warning When this checkbox is checked the duplicate record warning will not be included in the error report This verification is done to prevent the addition of duplicate records in EDC for the same customer Skip truncation warning When this checkbox is checked the truncation warning will not be included in the error report Normally the truncation message simply indicates that the data imported was too big for the field The truncated information is simply added to the field and the complete information is included in the notes Disable start end date warning When this checkbox is checked the start end date warning will not be included in the error report This verification is normally used to make sure the start date is before the end date Disable range warning When this checkbox is checked the range warning will not be included in the error report This verification is normally used to make sure that the range interval is valid A valid range is sequential meaning that the first value whether it be a letter or a number is supposed to be before the s
169. he notes related to each document type can also be consulted copied printed or saved by selecting a type and pressing on the Notes button 6 When the department and document type have been selected press OK A window appears 2007 DocuData Software Corporation 178 EDC Client 5 13 User Manual 7 Enter a prefix that will precede the automatic box number given by the system Press OK The prefix can be numerical or alphanumerical A window appears v OK X Cancel 8 Enter a value from which the creation of box numbers will start This value can only be numerical Once the sequence start has been entered press OK A window appears Ex The prefix DOC was previously added and the sequence start entered was 204991 The number of boxes to create was 5 thus the box numbers will be DOC 204991 DOC 204992 DOC 204993 DOC 204994 DOC 204995 Number of copies of each label v OK X Cancel 9 Enter the number of copies to make for each label and press OK f you previously selected Laser at step 2 a window appears 2007 DocuData Software Corporation Inventory management 179 Box Label Format X Cancel Select a file label format these formats can be modified in the customer Information module for more information consult the Defining custom labels _ 61 topic The system will then prompt you to enter the position of the first avery label at which it should
170. heir semi active retention period Here are the different disposal modes for both active and semi active fields e CONFIDENTIAL These documents will be destroyed in a confidential manner e NON CONFIDENTIAL These documents will be destroyed in a non confidential manner e NONE A disposal mode has not yet being determined e PERMANENT These documents will never be destroyed e REVISION These documents will be placed on a list so that they can undergo a special verification before being destroyed 2007 DocuData Software Corporation Corporate information management 81 e SAMPLE These documents will be placed on a list so that samples can be extracted before destroying the remaining items e SEND TO DEPOT Here are the two possible situations 1 Active documents will be transformed to semi active documents and will be transferred to the semi active storage area 2 The semi active documents will generally be transferred to the permanent archiving facility Indexing OCR Templates Drop down field This field indicates the template that will be used for the auto indexing of the images The templates are defined in the Customer Information s amp 1 module Active Choice field 22 containing Yes or No When the field is set to No the type is inactive and cannot be associated to documents Classified Choice field containing Yes or No This field indicates that the document is considered a
171. hey will appear highlighted and press the Delete button 5 When the list is complete press OK again the software will automatically index the content of the files and boxes chosen By RC number Note This kind of indexing can be very tricky because it does not indicate which boxes or files are indexed therefore caution is required 1 Click on Inventory Box File from the Main window 2 Click on File gt Batch indexing 3 Choose a customer to have the list of customers press OK select a customer it will appear highlighted and press OK 4 A window will appear Minimum i Maximum i v OK X Cancel 5 Choose a range of RC numbers to index Press OK 6 The system will automatically index the items wanted the box numbers will not show 2007 DocuData Software Corporation Inventory management 105 6 2 22 Adding items to an item set or viewing items of item set For more details about item sets see the tem Setl 91 field in the Box and File modules Creating an item set 1 Click on Inventory Box File from the Main window 2 Select any inventoried item that can be edited and click on File gt Edit When the module is in the edition mode move the cursor to the Item Set field and enter a name for your item set in the drop down field 3 When all the changes have been performed for that item click on the Accept button The item set you have created will automatically be added to the list Addi
172. ick on the Edit button Double click on the report to open it Click on the Design tab Click on the Text icon A and click on the location of your choice in the report To edit the text within the label select the label and edit the text in the Set value field from the toolbar Adding a bar code on RWN Click on Inventory gt Report from the Main Window Click on the Edit button Double click on the report to open it Click on the Design tab Click on the BarCode icon n and click on the location of your choice in the report To edit the text within the label select the label and edit the text in the Set value field from the toolbar Adding a system variable A component that allows you to display the page number time date and other useful information 1 2 3 Click on Inventory Report from the Main Window Click on the Edit button Double click on the report to open it 2007 DocuData Software Corporation Inventory management 141 4 Click on the Design tab 5 Click on the SystemVariable icon ea and click on the location of your choice in the report 6 To edit the variable select the label and select a type in the Variable Type field from the toolbar Adding a memo Prints multiple lines of plain text in a report Click on Inventory gt Report from the Main Window Click on the Edit button Double click on the report to open it Click on the Design tab A amp ONA 5 Click on the
173. ick on the More button to specify its field mask and to enter values that will be available in its drop down list The following window appears 2007 DocuData Software Corporation 70 EDC Client 5 13 User Manual F Extra field definitions z Lookup values Values Field 20 1 Field 20 2 Field 20 3 Field 20 4 Field 20 5 Field 40 1 Field 40 2 5 Enter a mask for the desired field Note A mask represents a chain of rules that must be kept when entering a value in the field 6 Click on the button to the right of the extra field to enter values that will be available in its drop down list The following window appears indicating already defined values Lookup values x EE o tm T Add Delete e To add a value click on the Add button e To delete a value click anywhere on the line to be erased and click on the Delete button e To modify display order of the values select one and move it to the desired position using 2007 DocuData Software Corporation Corporate information management 71 the Up Arrow and Down Arrow buttons 6 When previously defined values must be only entered on the field check the Lookup values only box in the window opened in 4 Note Set to Top or Bottom the Position of Extra field in Customer Information depending on the position that extra fields must have in the File module Extra fields are created for internal using an
174. iewing or printing the list of documents to be disposed of eese 162 Viewing or printing the volume of boxes on a disposal list cessent 163 10 Transfer Bem 163 tais gJgHee P M 163 Fields Transter List mm 164 Transfering semi active documents to another Site ccccssessseessneeseeesseeesseeeseeeenesssneessneessaeseseeessneessneeees 164 2007 DocuData Software Corporation 8 EDC Client 5 13 User Manual Deleting a transfer list 166 Viewing items on a transfer list 166 Viewing notes on a transfer list cccsseccesseeeeeseeeeeeseeeeeesneeeeeeseneesenseeaessnneeeensneeseseeeaneassnaesessneesenseeeseesseeeeeneaas 166 Viewing or printing the list of documents to be transferred eee nennen 166 Viewing or printing the volume of boxes on a transfer list sees ennt 166 JU EEEU I IDIEBI IE EP M 167 Overview Deletion List e M 167 Fields Deletion List bL M 168 Removing semi active documents from the inventory cscsseesseeeesseesseesseeesseeesseessneeeseeseneseseeeseneeseneeees 168 Deleting a EIL eee
175. ill appear on all labels 6 Click on the Accept button from the window shown in step 3 7 Click on the Close button from the window shown in step 2 Note The Units field from the window shown in step 3 allows to select inches or centimeters as the unit for elements on the label Then it is important to double check the unit before entering numeric values List of the supported Avery labels Number Width cm Height cm Columns x Rows Avery 5095 3 38 8 59 2 33 5 92 2x4 Avery 5159 4 02 10 2 1 52 3 85 2x7 Avery 5161 4 10 16 1 2 54 2x10 Avery 5162 4 10 16 1 33 3 38 2x7 Avery 5163 4 10 16 2 5 08 2x5 Avery 5164 4 10 16 3 33 8 46 2x3 Avery 5165 8 5 21 59 11 27 94 1x1 Avery 5197 4 10 16 1 5 3 81 2x6 Avery 5198 3 5 8 89 1 67 4 24 2x6 Avery 5199 3 06 7 77 1 83 4 65 2x5 Avery 5266 3 44 8 74 0 67 1 69 2x15 5 2 10 Defining or viewing the signing officer The signing officer is the person with the authority to approve disposal lists When no signing officer is defined the creator of the list assumes this function 2007 DocuData Software Corporation 64 EDC Client 5 13 User Manual Defining the signing officer 1 Click on Customer gt Customer Information from the Main window 2 Click on Edit gt Signing Officer 3 Select the desired person 4 Click on the Accept button Viewing the signing officer 1 Click on Customer gt Customer Information from the Main window 2 Click on View gt Signing
176. important role The transfer of documents follows the same process as for disposal lists see Overview 1581 in the Disposal List module The same steps are performed for instance the creation the printing the verification the authorization and the treatment of the list Transfer lists are also displayed the same way in accordance with the management parameters of the organization defined in the Customer Information 5 and Retention Schedule 7 modules A CESEN Fields 16 see the next section Tasks e Transferring semi active documents to another site 16i e Deleting a transfer list 1e e Viewing items on a transfer list 166 e Viewing notes on a transfer list e Viewing or printing the list of documents to be transferred 166 e Viewing or printing the volume of boxes on a transfer list 166 o Module s window 2007 DocuData Software Corporation 164 EDC Client 5 13 User Manual amp Transfer List DEMO A Client Demo A Joj x File View Find Edt Help LG Ga Ca C 3 E34 List Number 00251 CREATED Description List 2006 09 09 For Smith John Approved Destroyed 6 10 2 Fields Transfer List List Number Number generated by the system to identify this list A number ending with an asterisk indicates that this list has not yet been sent to the off site record center or that it has been reset with the record center so that changes could be made
177. ing a group to a report Select a field in the list at the top it will automatically be added to the bottom list The report will be grouped according to the fields selected EX If you want a report to be grouped by customer by department and then by owner you would select CustNo MainDeptNo and BoxOwner in this exact order in the top window If one changes the order of the selected fields BoxOwner MainDeptNo Custno it would mean that the boxes on the report would be sorted first by owner then by department and finally by customer Note Groups allow the report document to be organized into sets of rows that share a common value However groups can only function if the field to which they are assigned has been used to sort the data If you associate a group with a field but do not sort the data by that field then the group will still function That is the group will generate a group footer and group header each time 2007 DocuData Software Corporation Inventory management 147 the field value changes but because the data is not sorted properly the group will appear to generate at random Whenever you see a group generating too many times check to make sure the data is sorted properly Search This tab is used to add search criteria to a report Adding a search criterion to a report Select a field in the list at the top it will automatically be added to the bottom list Select an operator lt gt l
178. ing on File gt Print Setup 8 The files are automatically created in the system Bar codes labels are printed according to internal parameters A dialog box is displayed to confirm the creation Information xi 7 e 1 created file s 2007 DocuData Software Corporation Inventory management 177 9 Click on the OK button to terminate the operation Note An auto created file is displayed in the File module Its RC number is set by default as its number and its state is PRINTED 6 12 6 Auto creating In Transit Boxes 1 Click on Inventory gt Box and File Maintenance from the Main window 2 Click on File gt Auto Create In Transit Boxes Thermal Laser One would choose Thermal to print thermal labels and Laser to print laser labels for these new items A window appears X OK X Cancel 3 Enter the number of boxes you want to create and press OK A window appears Department Type x v OK X Cancel Help 4 Click on the drop down button next to the Department field select a department in the list it will appear highlighted and press OK 5 Click on the drop down button next to the Type field select a type in the list it will appear highlighted and press OK Note In order to choose the right document type retention calendar for the boxes you want to create you can consult the information related to each document type by selecting a type and clicking on the View button T
179. ing point of the list or press OK to have the list of files 8 To delete a file from the list select the file it will appear highlighted and press Delete 9 When the list is complete press OK The bar codes of the files will automatically be printed on the laser printer 6 2 24 Viewing and adding keywords Keywords are used to facilitate the Full Text Search sh Viewing keywords 1 Click on Inventory Box File from the Main window 2 Search the desired item click on View gt Keywords A window appears with the keywords of the box file Adding keywords 1 Click on Inventory Box File from the Main window 2 Search the desired item click on Edit gt Extra Keywords A window appears 3 Enter the new keywords 4 To terminate the operation and save the new keywords press OK To cancel the operation and the new changes press Cancel 6 2 25 Copying and adding a box or file This operation allows to copy all the information of a box or file description department type etc and grant them to one or more IN TRANSIT items newly added to the semi active inventory 1 Click on Inventory Box File from the Main window 2 Search the desired box or file and keep it on the screen see Finding a box or a file 9 3 Click on Edit gt Copy and Add The system automatically creates a new IN TRANSIT item 4 Click on the OK button to save the new item A second item is created similar to the one 2007 DocuData Software Corporation
180. instantly to the off site record center Note The EDC replication program must be opened before processing 6 2 16 Viewing the files of a box From the Box module 1 Click on Inventory gt Box from the Main window 2 Find the desired box 951 3 Click on View gt Files From the File module Click on Inventory gt File from the Main window Choose the Box search index Click on Find gt Find and enter a box number Click on the Accept button The File module displays the first file found To view other files in that box navigate with the button bar 17 or the keyboard 1 aRAON 6 2 17 Viewing the history of a box or a file 1 Click on Inventory Box File from the Main window 2 Find the desired box or file 957 3 Click on View gt History 229 In 6 2 18 Viewing or editing notes for a box or a file Click on Inventory gt Box File from the Main window Find the desired box or file 95 Click on Edit 2 Notes Edit the information in the window that appears Click on the Accept button to save the modifications NEL 2007 DocuData Software Corporation 100 EDC Client 5 13 User Manual Note The notes of a box or a file can be viewed by clicking on View gt Notes in the appropriate module 6 2 19 Viewing or printing a list of boxes or files From the Box module 1 Click on Inventory gt Box from the Main window 2 Perform one of the following operations e Click on File
181. ion This is the same thing as Replace but the behaviour is to replace the specified string only if it is present at the indicated position Old value This is the old value that the system will look for and replace with the new value New value This is the new value that will replace the old value Position This is the position where the Old value is supposed to be found in order to be replaced 2007 DocuData Software Corporation Inventory management 187 Ex If a field value is ExampleOne and another one is OneExample and the Replace at position is performed with these settings Old value One New value Two Position 1 The field value ExampleOne will remain the same but OneExample will changes to TwoExample Date mask This specifies the structure of the different dates in the data file If a year is represented by two digits then an epoch must also be specified Ex yyyy mm ad Epoch This specifies a two digit integer used to determine a date prefix so that all two digits dates below the epoch value will be assigned a prefix 20 and all two digit dates above the epoch value will be assigned a prefix 19 Ex lf the Epoch is set to 80 and the Date is set to 04 05 05 then the software will put 2004 05 05 for the date when doing the importation Time mask This specifies the structure of the time in the data file Ex hh mm ss 5 When all the fields have had a value or a column name assign
182. ion List List Number Number generated by the system to identify this list Status Indicates where the list is in the treatment process CREATED the list is being created you can edit or delete a list in this state DELETED the list has been sent to the off site record center and can not be edited or canceled The deletion lists have this particularity to directly go from creation to treatment Description Description of the current list For Indicates the authorized user that has created the list A list can only be modified or erased by its creator 6 11 3 Removing semi active documents from the inventory Click on Inventory Deletion List from the Main window Click on File gt Create List Enter a description for the list and click on the Accept button Perform one of the following actions Add items with Edit gt Add Items The added documents must be in the OUT state e Remove items with Edit gt Remove Items e Add edit or delete notes with Edit gt Notes e Edit the list s description using Edit gt Edit 5 Verify the list by producing a report for example with File gt View Report Print report 6 Electronically send the list to the record center by clicking on File gt Send list to Record Center The state of the list will be changed to DELETED thus cannot be modified or deleted from this moment on unless it is reset with the record center with The state of each document on the list is changed to DE
183. ions gt Box File and choose a predefined report or modify report fields if so desired 3 Click on File gt View Report Print Report Files Boxes Images to view or print the search results Note Only the search results that have been viewed before are displayed in these reports If the report is produced right after performing the search and without clicking on the Next Page button only items included in the first page of result are displayed on the report 6 4 Batch indexing boxes and files This procedure is normally used for setting up the Full Text Search for boxes and files already inventoried in the system but not indexed 1 Click on Inventory Box File from the Main window 2 Click on File gt Batch indexing A window appears amp Batch indexing Number Department v OK Xx Cancel Add Delete Q View d Search 2 dado 2007 DocuData Software Corporation Inventory management 135 3 Perform a search 129 by clicking on the Search button or add documents to be indexed manually by clicking on the Add button 4 To delete items from the list select the desired item it will appear highlighted and press on the Delete button 5 When the list is complete click on the Accept button 6 4 7 Viewing or adding keywords Keywords are used to facilitate the Full Text Search To activate the Full Text Search and the keywords option for a customer see the Setting up E
184. ions __ End Date bd D Options Type A Options Disposal Type 3 A Options Back Next Cancel 4 Note If you checked the First line contains headers checkbox during step 2 the names of the columns either in the excel or the csv file will appear in the value drop down list If you haven t checked it the values that were contained on the first line of your file will appear in the list 4 Fill in the form e Associate fields to values by selecting a value in the drop down list beside the field or e Enter or select a default value in the empty field or the drop down list This value will be automatically imported in the field of the box or file module for all the items in the data file The default value should only be selected or entered if a Value has not been selected The required fields for the importation are the following For boxes Box number Customer key Activity Department name Sub department name Type Volume Location only when the Activity in IN 2007 DocuData Software Corporation Inventory management 185 For files File number Box number or Location only when the Activity in IN Customer key Activity Department name Sub department name Type These fields can either be set as default values or a value needs to be selected in the list otherwise the wizard will give you an error message if one of these fields is missing e To modify the values in
185. ipient 12151 e Scanning for new recipients 215 e Renaming a recipient 2 6 Module s window Recipients DEMO A Client Demo A Joj x Fie Find Edt Help ldluuug a Short Name um Name es First Name MI Email 7 5 2 Fields Recipients Short Name Read only field when the recipient is already present in the module Alphanumerical field that cannot contain more than 20 characters The short name is used to select a recipient faster Name Alphanumerical field that cannot contain more than 20 characters The name is used for tracking purposes First Name Alphanumerical field that cannot contain more than 20 characters The first name is used for tracking purposes MI Alphanumerical field that cannot contain more than 2 characters The middle initials are used for tracking purposes Email Alphanumerical field that cannot contain more than 80 characters This field is used to allow e mail information to be associated to a recipient in order to e mail the out items memo 2007 DocuData Software Corporation Order processing 215 7 5 3 Printing a recipient label Printing a recipient label is used so that the PDT can scan the recipient s label for tracking purposes Before printing a recipient search for the correct recipient see the topic Performing a search 20 Once the correct recipient is displayed follow these steps 1 Click on Orders Recipie
186. is still recommended to use the EDCViewer provided by DocuData How to set up the configuration file 1 Find and open the configuration file you specified while in the DC CFG 2 If the file has never been opened the following information should be included General library path is optional If value is default library path will be created in the same folder where the viewer executable is found LibraryPath default indicates if the viewer should register all the formats it supports that are currently not registered 1 yes 0 no 2007 DocuData Software Corporation 114 EDC Client 5 13 User Manual RegisterAllFormatsNotAssociated 0 in this section overrides can be specified for different file format for each file format there are two options to use the default registered application or to use a specific application for example to use the default pdf viewer use pdf default to use a specific EXE use pdf c pdfview viewpdf exe Overrides pdf default formats to be registered with the viewer This may not always work as some native applications may have precedence Register Extensions formats to unregister from the viewer This is VERY DANGEROUS and native applications will lose their associations Unregister Extensions All the information preceded by semi colons are comments and explanations Here is additional information concerning the confi
187. ist select it in the drop down list it will appear highlighted and press the Insert or Add button 8 To delete a group select it in the list of groups it will appear highlighted and press the Delete button 9 To start a new page every time the data or custom field changes check the Start new page check box 10 To keep the group together in one page check the Keep group together check box 11 Perform all the other selections needed and press OK 6 5 5 Working with the Data tab All the following operations are available when opening a report in the Report module The data tab is the section of the report builder that enables one to select the different fields that will be used to create the report This section is generally for advanced users that have a very good understanding of the concept of tables as well as a thorough understanding of the way EDC functions Selecting a table see also Tables 2 for more details on the different fields Before selecting a table it is important to figure out what will be the master detail relationship in other words which table will have prominence over the other s For example if one wants to create an inventory report with boxes and files one would probably specify that the Box table would be the master and the File table the detail 2007 DocuData Software Corporation Inventory management 145 In the Data tab click on File gt New Select the Query Wizard icon
188. ith File Print report check off each item initialize and sign the list in the appropriate places and finally send the list usually by fax to the off site record center 11 The off site record center will destroy the items on the list and send a disposal certificate to the organization after having received the authorized list The state of the list will be changed to DESTROYED The state of each document on the list will be changed to DESTROYED Deleting a disposal list 1 Click on Inventory gt Disposal List from the Main window 2 Click on File gt Delete List 3 Aconfirmation message appears Delete the current list 4 Press Yes to delete the list No or Cancel to abort the operation Note The list can only be deleted when its state is CREATED Viewing items on a disposal list 1 Click on Inventory Disposal List from the Main window 2 Select the list for which the items have to be viewed 3 Click View gt Items Viewing notes on a disposal list 1 Click on Inventory gt Disposal List from the Main window 2 Select the list for which notes have to be viewed 3 Click on View gt Notes Viewing or printing the list of documents to be disposed of 1 Click on Inventory gt Disposal List from the Main window 2 Select the list for which a report has to be produced 3 Click on File gt View Report Print Report Note The software asks if the report must be produced for authorization when the list is in the LOCKED
189. keys Terminology Certain words will often be used when explaining a process When the word section is used in the procedures it refers to the tab from the main window When the word module is used it refers to the icon from the main window 1 4 How to use this help file Structure In order to understand the content of this instruction manual you should learn to use it efficiently So before you start reading along let s see the structure of this help file Main chapters Chapters like System Overview or Record Center Management are delimited by a title page Usually the first topic is an outline of the chapter s content Main chapters are made up of sub chapters Sub chapters Chapters like Employee or Box and File are usually made of topics In most cases the first topic is a general overview of the module All the sub chapters that constitute the chapters called EDC Software Management Corporate Information Management Inventory Management and Order Processing are modules from EDC Client Topics Topics are the main component of this help file usually they describe an action that can be performed or a way of proceeding Topics called Fields are some of the most important topics of the manual since they give a description and or a definition of the different fields contained in the window of a module Useful chapters After seeing the structure of the help file we can now concentrate on the chapters that are especially useful for
190. ld at the bottom and press OK Example if you want to add boxes by box number check the Box number option and add all the box numbers in the list at the bottom The software will automatically add the item s If the software does not find the information an error message will appear e Add items from a list by on Edit gt Add from text file A window appears Box Number C Box RC Number C Box Field 1 C Bar Code File Name X Cancel Help According to the document type that is ordered check off the related options Example if you want to add boxes by box number check the Box number option Enter a text file name or scroll the directories to find the right text file and press OK Note The files that allow to add boxes that way must be text files and can only contain numbers displayed in columns e Remove items with Edit gt Remove Items e Add edit or delete notes with Edit gt Notes e Edit the list s description using Edit gt Edit 5 Verify the list by producing a report for example with File gt View Report Print report 6 Electronically send the list to the off site record center using File gt Send list to Record Center The state of the list will be changed to LOCKED thus cannot be modified or deleted from this moment on unless it is reset with the record center with File gt Reset List with Record 2007 DocuData Software Corporation 166 EDC Client 5 13 User Manual Cen
191. ld may contain both numbers and letters Choice fields a Only a limited set of choices may be entered in the field Press the space bar or one of the arrows next to the field to select the next possible value Drop down fields Ie These fields are like numeric and alphanumeric fields but only values located in the list may be entered in these fields If the information entered in the field is not on the list then a selection list is displayed starting with the entered character to select the value The list is accessible by clicking on the button located to the right of the field see the icon above 3 System overview 3 1 General Outline Software installation is quite simple but system implantation and management is more complicated Before installation a complete analysis of the organization is necessary To be efficient the software must be the virtual transposition of the organization The subsequent sections will give a few notions about archiving while describing the installation the implementation and the management of the system They will also help define certain tasks related to inventory and ordering 3 2 General concepts of off site record management The goal of a record center is to efficiently manage documents for an organization while maintaining control over them When sending semi active less frequently used records to an off site record center the internal storage space can be kept for frequently used records A
192. le contains headers Separator Field that is only visible when the CSV file type is chosen A separator is a character that divides the different information it can be a comma a period an 2007 DocuData Software Corporation 184 EDC Client 5 13 User Manual apostrophe etc For a complete list of separating characters see the topic called List of separating characters 135 Make sure that the separator entered is the same one that is present in your data file Delimiter Field that is only visible when the CSV file type is chosen A delimiter is the same thing as a separator but the delimiter must always be different from the separator in each CSV file For a complete list of delimiting characters see the topic called List of separating characters 135 EX fee 001 DEMO E InTransit general general In this sequence of information the separator is a comma while the delimiter is an apostrophe y 3 When the all options have been selected and the data file has been chosen press on the Next button A window appears EDC vH lolx Field Value Default Customer Key z N __ Options RC Number y i N __ Options Number ft A Options Access Level J Gy Onions Activity WA __ Options Owner fs A ___Options Department sf tw Options Sub Department s Aa os tal jls Description af A Options Start Date hd D __ Opt
193. lected order request 211 Viewing or printing report for all orders or rejected ONES esses eeene nennen nnn nnne 211 4 NoncTrack File eerie EIE 211 i a Non Tra k Fle e 211 ix 0 EXODIMET Hag 212 Viewing or printing reports about non track files aeeeeseeeee sies eeeeeeeene nennen nnne nnn nnne natn t nnn 212 Printing E deletion Motice X 213 Printing a lost mL aper e sac aicicsescsesnessescicdccccencascustteascacciecsescessoviveduernadaesacarsabediodsevetsapedructacseperdueseeacsdsestsenasedbarson 213 5 Recipe t me eect ee ei eect aad aa eee ee eee earns 213 Overview Recipients e a a aaea a Oa eA secede npa earann EnA aaa ae senses Aaaa a AA Sen ESEE dadaas Ee tar cpn inai 213 Fields REGCIPIONIS sin ssiecesctccssaseccasecccuedearenctesncsisansadocecsansvecivadaesscenaiberbastsotususcibatiiechospeansevacessvespuasadbebdvaabaiesdvadedes 214 Printing a recipient label 215 IznpDEWidudimm T 215 Adding a recipient JEE 215 Deleting a recipient 215 Scanning for new recipients aiia eaaa a iaaea aaia Eada Penaia S adaa 215 Renaming a recipient Part VIII Appendix 1 List of related applicatons nece enero tenente Leine retener aer digan ns 216 2 Tables nnnI Einenlindncneu
194. low using space as separator in import description files 4811 Support for Zebra printers 34 4842 Ability to initiate manual replication from EDC CL 5r Version 5 01 02 4885 Generate history items for replication when editing file extra fields 4888 Added a menu item in the Box and File Maintenance module to view the last replication date and time 11931 Version 5 01 03 4915 Add deskew despeckle and border cleanup transforms to imaging module 124 Version 5 01 08 5058 Ability to add to disposal transfer deletion lists from list text file 5091 Ability to import histories for boxes and files Version 5 01 09 5001 Ability to email orders to record center when not replicating 5117 Include entries from document module 108 in full text search Version 5 01 13 5132 any to customize which columns appear in search result of ActiveWeb for boxes and files 59 Version 5 01 21 5271 Ability to customize which search types appear in ActiveWeb 7 Version 5 01 27 5458 Show extra fields when pressing the View details button for files 2007 DocuData Software Corporation 38 EDC Client 5 13 User Manual Version 5 01 28 5445 Ability to delete departments 7 that are not used 5490 Ability to use PDT 1951 with EDC Client Version 5 01 40 5660 Option to e mail overdue memos 154 Version 5 01 47 5906 Ability to purge the global error log within a date range 52 Version 5 02 07 5619 Exclude the destro
195. ly Latest version Last version with EDCView in the menu The latest version of the document will be opened c1 50Nv Note EDCView must be configured in order for the menu item to be available See the related Configuring EDCView 1 2topic Consulting a previous of a document 1 Click on Inventory gt File from the Main window 2 Find the wanted file and keep it on the screen 3 Right click in the space reserved for electronic documents A menu appears 4 Select Open Head Only Previous version Previous version with EDCView in the menu A window appears 2007 DocuData Software Corporation 112 EDC Client 5 13 User Manual Previous revisions Fonctions principales des muscles squelettiques iof x 2006 07 21 10 23 Smith John x we re 5 Select the wanted version and press OK The selected document version will be opened Note EDCView must be configured in order for the menu item to be available See the related Configuring EDC View 12topic 6 2 26 4 1 Configuring EDCView EDCView is an all around viewer that enables the user to open files for which the original software might not be installed on the computer This viewer can be configured to recognize automatically certain file types or to open certain files with a specific program The configuration of this program should be handled by IT personnel or by qualified personnel with supervisor rights on the computer ser
196. m a document type to another one 1 Click on Customer gt Retention Schedule from the Main Window 2 Click on Edit 2 Transfer A window is displayed containing the list of the document types 3 Select the source document type and press OK Another window appears 4 Select the target document type and press OK Note This operation may take some time if the document type involved contains many documents 5 5 5 Editing document type notes 1 Click on Customer gt Retention Schedule from the Main Window 2 Select the document type to which a note must be added or edited 3 4 Click on Edit Notes A window appears and allows to enter some text Enter the note and press OK 5 5 6 Adding or removing restrictions from a document type Restrictions are used for certain documents that have a retention schedule assigned but for which they do not necessarily conform they serve as exceptions Restrictions are then created and assigned to these specific documents to make sure they will not be destroyed at the same time as the others hOND Click on Customer gt Retention Schedule from the Main Window Select the document type to which some restrictions must be associated Click on the Edit button Click on the drop down button beside the Restrictions field The following window appears containing the restrictions already associated to the document type Restrictions Oi xi Restriction Xx Close 2 XC Add Delet
197. m the Main Window 2 Click on Edit gt Delete or click on the Delete button from the icon bar A window appears 2007 DocuData Software Corporation 78 EDC Client 5 13 User Manual Delete the currert record 3 To accept the deletion of the department press Yes to cancel the operation press No or Cancel Note An error message will appear if the selected department is assigned to an item One must do a search to find all the boxes and files related to that department and change their departments before successfully performing the operation 5 4 5 Transfering documents of a sub department to an existing sub department This operation will move documents from a sub department to an other existing sub department The documents are added to the content of the target sub department and the source sub department is not deleted from the system 1 Click on Customer gt Department from the Main Window 2 Click on Edit gt Transfer gt Sub to Sub Department A window appears containing the list of existing sub departments 3 Select the source sub department and press OK Another window is displayed also containing the list of the existing sub departments 4 Select the destination sub department and press OK The transfer is automatically done in the system Note This operation may take some time if the involved sub department contains many documents 5 4 6 Transfering documents of a sub department to another d
198. maging 2 Hours Urgent three hours Imaging 3 Hours Fax one hour iv Imaging 90 Minutes Fax two hours iv After hours 1 hour Fax three hours iv After hours 2 hours Client courier one hour iv After Hours 3 hours Client courier two hours iv After hours 90 minutes Client courier three hours 4 Select the delivery types that you want to have access to by checking the box beside it 5 When the selection is complete press OK To cancel the changes you have made click on the Cancel button 5 2 13 Defining an OCR template The OCR templates Optical Character Recognition must be defined in order to perform OCR and indexation 1 Click on Customer Customer Information from the Main window 2 Click on Edit gt OCR Templates The following window appears containing OCR templates already defined 2007 DocuData Software Corporation 66 EDC Client 5 13 User Manual 5 OCR Templates C ix OCR Templates REPRESENTANT X Close Hc Edit Add Delete l 3 Perform one of the following operations e To delete an OCR template select it and click on the Delete button e To modify an OCR template select it and click on the Edit button e To create an OCR template click on the Add button When creating or editing OCR template the following window appears containing already defined ORC zones edited templates Name COMPTA OCR Zone a Add Edit Delete
199. n off site record center allows the organization to retain control over documents and to lower storage costs When a document is needed it could simply be ordered from the off site record center and be delivered shortly after For an efficient management of off site records a solid basis is required to provide complete control over the inventory One of the skills that guaranties this efficiency is a telephone or internet link between the organization and the off site record center This link automatically updates the inventory and assures a very efficient ordering system in which the state of every box and file is accurately available at any moment Access Management Due to the variety of tasks related to record management not all users have the same responsibility Some users may be responsible for maintaining the inventory others may only be 2007 DocuData Software Corporation System overview 23 assigned to certain departments In brief the records management system must control the access to the information Orders and deliveries The ordering system allows the retrieval of boxes and files from the off site record center Orders may be delivered to the customer according to its different preferences and priorities All orders being delivered at the same address and at the same time are grouped together as one delivery reducing the labor and transport costs For example if three orders are entered the same
200. n Delivery Pee Tape Schedule Full Text Search Report Order Select EDC to leave a module without closing this module and to go back to the Main window 2007 DocuData Software Corporation 20 EDC Client 5 13 User Manual 3 Open the second module the usual way 4 To go back to the first module click again on the right mouse button Some menus appear as in step 2 Select the module wanted in the drop down list or press Ctrl Bksp and select the desired module in the list of opened modules from the Main window Note In the example above the opened modules are shown on the bottom as File Order and Return Delivery The system allows to open directly the common modules by clicking on Open New Module and by selecting a module in the drop down list as Box File Search or Order 2 8 Exiting a module or the program Exiting a module The action for exiting a module is the same in all modules press Alt F4 keys or click on File gt Exit Exiting the program To exit the program click on File gt Exit or press Alt F4 from the Main window If several modules are still opened or if an action is still in progress a dialog box will appear to end actions and approve the closing 2 9 Performing a search The searches are generally the same for all modules 1 Define the information you want to look for 2 Access the appropriate module access the Department module to find a department the File module to find a file
201. n File gt View Report Print Report 3 The report will automatically be displayed or printed 4 6 3 Replicating with the Record Center 1 Click on Management gt System Information from the Main Window 2 Click on File gt On Demand Replication A window appears 3 Enter a range of dates for which you want the replication to be performed and press OK All the data will be copied from the client database to the record center s database thus updating the status of boxes and files at the record center Note If a socket error is encountered check the EDC Server Name and Port fields in the System Information and verify their content s validity Make sure that your firewall is well configured to enable communication via this port If the problem persists contact your record center 2007 DocuData Software Corporation 52 EDC Client 5 13 User Manual 4 6 4 Configuring the PDT 4 6 5 4 6 6 4 6 7 This option allows to update the PDT configuration before performing any operation with the device For more information on how to use the PDT consult the Using the PDT 1951 chapter Normally only the supervisor has access to the System Information module and is able to modify the system information module s fields In fact some of these modifications can have an impact on the interpretation of data scanned with the PDT This is the case for the Alternate bar code lengths field That is why the supervisor should
202. n creating a in house disposal list must absolutely be defined here 1 Click on Inventory gt In house Disposal from the Main window 2 Click on File gt Create List A window appears Search ioj x rList File Disposal SEND OFFSITE EI 1960 01 01 to 2006 10 01 Type x Department x Sub Department gt By Internal Location to F Checked out less than times in last month s F Items older than month s X Cancel Help 3 Enter the search criteria in the appropriate fields 155 and click on the OK button A window is displayed F Boxes to print Department 4 DOSSIERS RECLAMAT v OK COMPTABIL X Cancel Add Delete Q View il Note This window contains all the records meeting the previously specified criteria 4 To add boxes or files to the search results click on the Add button For files specify if the addition must be done by description 5 Enter a description if by description has been specified for files or an item number to indicate where to start on the list click on the OK button and select the desired articles from the list The selected articles will appear underlined 2007 DocuData Software Corporation Inventory management 157 6 Click on the OK button 7 Delete items from the list by selecting them and clicking on the Delete button 8 Click on the OK button to send the job to the printer Note When entering sever
203. n it with your mouse and select Rename from the menu A window appears Enter a new name for the report and press OK When all is done press OK oahAnh Editing the access rights of a report 1 Click on Inventory gt Report from the Main Window 2 Click on the Edit button 3 Select the report it will appear highlighted 4 Right click on it with your mouse and select Access rights from the menu 5 Awindow appears C All users Only the following users gt Supervisor Q 1 ad Smith Peter i Delete X Cancel Help 5 To make this report available to all users select the All users option 6 To make this report available to a few users select the Only the following users option 7 To add users click on the Add button A list of users will appear Select the desired users they will appear highlighted and press OK They will automatically appear on the list 8 To delete users select the desired users from the list they will appear highlighted and press the Delete button 9 When all the changes have been made press OK 10 When all is done press OK Deleting a report Click on Inventory gt Report from the Main Window Click on the Edit button Select the report it will appear highlighted Right click on it with your mouse and select Delete from the menu A message appears Permanently delete report s name and all its children Related information will be deleted aRhaON
204. n the System Information module Only images scanned last are locally stored for a determined period of time More precisely these images are locally stored up to the cache size 2251 for the minimum period in cache 225 When this minimal time is passed and when the quantity of called back images or scanned images exceeds the cache size previous images are replaced by new ones Then old images will have to be downloaded called back from the off site record center to be consulted and charges will be applied similar to box or file retrievals 2007 DocuData Software Corporation 118 EDC Client 5 13 User Manual 1 Click on File Download Images from the Imaging module A window appears Pages Documents Range Pages C All amp Selected C Range From b o b X Cancel Help 2 Select all the images of a specific range and click on the Download button Documents images s group instead of pages can be downloaded by selecting the Documents tab in the window above The request is automatically transmitted to the off site record center and images are displayed on the screen These images will be available in the file up to the cache size and for the minimum period in cache Note The EDC Replicator program must be opened before processing 6 2 27 5 Saving scanned images The images become permanent when they are saved that is why all changes must be done before see Modifying images 12
205. n the options VALIDATION O Inthe description file when the Customer Key is taken from the data file BeginField EDCFieldName CustKey FieldID 2 FieldType Number EndField c Change the Number value for Alpha BeginField EDCFieldName CustKey FieldID 2 FieldType Alpha EndField L Testthe description file that was created L Verify the report created and change the necessary information when the case arises LI Testthe description again if there were errors to correct WARNING This operation cannot be undone Performing a back up of the database is highly recommended before going any further This should be done in case boxes or files are added by mistake or if the import is done to modify the information of many boxes or files It is always recommended to do an import of one or few entries before performing the actual import This is done to make sure that mistakes in the Excel or CSV sheets can be caught before the actual import occurs 6 12 9 Importing images This is used when many images need to be imported at the same time 1 Create one or many folders named after the bar codes of the files you want to import images in Example one wants to import images for files A61 bar code 2 109 1223 and B62 bar code 2 109 1225 the folder for file A61 will be called 2 109 1223 while the folder for file B62 2007 DocuData Software Corporation Inventory management 193 will be calle
206. n the screen can be viewed 1 Click on View gt Image Information from the Imaging module 2 A window appears giving information about the current image Image 5 L OL x o S Zoom Width pixels 2040 Height pixels 3360 Horizontal DPI 240 Vertical DPI 240 Image Format Black and White Uncompressed Size 860160 Compressed Size 182018 3 Click on the Close button to terminate the action 6 2 27 21 Deleting images When documents have just been scanned but are not saved the images can be deleted Yet as soon as the images are saved it becomes impossible to delete them 1 Click on Image from the maging module 2 Click on Edit gt Delete image s A window appears 2007 DocuData Software Corporation 128 EDC Client 5 13 User Manual Delete Image s x 3 Enter a deletion range and press OK 4 The image s will be deleted 6 3 Search 6 3 1 Overview Search This module allows to find boxes and files according to certain criteria it also allows to show or print the found results Furthermore this module is used to produce custom reports about boxes and files Available reports e list of boxes found with search criteria sorted by number description entry date destruction date start date end date old number owner source location field 1 field 2 or field 3 e list of files found with search criteria sorted by number description entry date destruction d
207. n window 2 Click on Edit gt Field Definition gt Box The following window appears 2007 DocuData Software Corporation 68 EDC Client 5 13 User Manual Field Definition Box OE x Field Name Required Disabled Note The window displayed for files contains extra fields 6that can be added to the File module and a More button that allows to specify its mask and value see definition of mask criteria in the glossary 225 3 Perform one of the following operations e To seta field as required check the Required box for the corresponding field e To deactivate a field check the Disabled box for the corresponding field e To set a field as optional do not check any box 4 To set up the fields tabulation order on an entry form select a field and move it to the desired position using the Up Arrow and Down Arrow buttons 5 2 15 Editing or adding fields for files 1 Click on Customer gt Customer Information from the Main window 2 Click on Edit gt Field Definitions File The following window appears 2007 DocuData Software Corporation Corporate information management 69 inition File Note The original label of a field indicates its capacity For example Field 20 1 means that this field can contain a maximum of 20 characters 3 To add an extra field select its line and uncheck the Disabled box then check the Required box if so desired 4 Cl
208. nd Count 5 it will become IceEater Insert The value of String will be inserted in the field s value before the position indicated by Position where the first character is considered at position 1 Position This specifies where the values specified in the String field will be inserted String This specifies the values inserted Ex If a field s values are Fruits juice after the modification Position 7 and String amp Cream it will become Fruits amp Cream juice Insert if not empty This option has the same behaviour as the insert conversion except it will only insert the specified character string if the imported data is not empty If the imported data is only spaces it will be considered as empty See the example for Insert Position This specifies where the values specified in the String field will be inserted String This specifies the values inserted Replace If the field s value is the same as the one specified in the Old value field it will be replaced by the value of the New value field If one of the field values contains a comma character then it needs to be enclosed in brackets Old value This is the old value that the system will look for and replace with the new value New value This is the new value that will replace the old value Ex If the field s value is IN after doing a Replace Old value IN and New value Received it becomes Received Replace at posit
209. nd create document types These document types are mainly used to classify records They are also used to calculate the disposition date as well as the disposal type of documents effective only when the organization s conservation policy defined in the Customer Information module is based on document types It is possible to edit notes related to document types and to associate restrictions departments or sub departments to these document types ESS Available report e list of document types Tasks e Creating or editing a document type 8 e Transferring documents from a document type to another 827 e Creating or editing document type notes 821 e Adding or removing restrictions from a document type 82 e Viewing the restrictions or notes associated with a document type 83 e Viewing or printing a list of document types e Module s window a Retention Schedule DEMO A Client Demo A IET Ele View Find Edt Help OCIA Omne H Type WP i Spanish Description DOCUMENTS DE PROJETS EN COURS English Description WORKING PAPERS Retention Year s Month s Active 1 12 Semi active 7 84 Disposal Acive SEND OFFSITE Semi active NON CONFIDENTIAL Indexing OCR Template E Classified No Restrictions Yes Legal Evaluation Financial Evaluation 2007 DocuData Software Corporation 80 EDC Client 5 13 User Manual 5 5 2 Fields Retention Schedule Type Required alp
210. nd from this moment they are tracked in a limited way This module allows to consult information on the ordered non track files Available reports e list of all non track files e deletion notice Fields 2 2 see the next section Tasks e Viewing or printing the report of non track files 2 2 e Printing a deletion notice 213i e Printing a lost file notice 2 5 Module s window 2007 DocuData Software Corporation 212 EDC Client 5 13 User Manual T Non Track File Of x Ele Find Edk Help LOU Lad Ll A m Box Number Description Delivery Date 1999 07 08 Order 49073 Returned Date a Box Description Recipient Excluded Returned Deleted 7 4 2 Fields Non Track File All fields in this module are read only except for the Deleted field Delivery Date Indicates the date at which the non track file was delivered to the organization Order Indicates the off site record center s order number Returned Date Indicates the date at which the non track file was returned to the off site record center Box Box number from which the non track file has been taken Description Description of the non track file Recipient Indicates the person who has checked out the non track file Excluded Indicates if a non track file has been excluded from an order and has thus not been sent to the organization A requested file that cannot be found will be marked as excluded Returned Indicates if
211. nd to access the detailed search report Note A search operation will find all boxes or files containing the specified search criteria When entering several filters simultaneously the search result will include only the records containing all the filters In the case of Notes if its value is set to yes and Description fields any character string to look for can be entered The module will explore all of the contents of those fields and return those containing the specified character string For example searching for Mont in the Description field will give a search result that include all boxes or files containing Montreal Montana Month in that field 6 3 8 Adding or removing boxes or files from search results Boxes and files can be deleted or added to previous search results Often searches are performed to produce custom reports that is why the software must allow the deletion of boxes or files from the final report or the addition of boxes or files that did not fit the search criteria 1 Perform a box or file search see Searching for boxes or files 125 2 Click on Search gt Edit Box Search Edit File Search A window appears containing all the items found v OK X Cancel Add Delete ERC 10C IN CLAIMS PROC ERC 994 PRE ADD CLAIMS PROC Q View S 2 PRE ADD CLOSED CLA SAI3 IN CLOSED CLA E His 3 Perform one of the following operations To add items click on the Add bu
212. nen nnns 197 Delivering a file from an Internal location nennen 198 Returning files to a repository sesessessseeeneeeenenneneeneeneee nennen nnn nre nennen enne 198 Performing an inventory of files located with recipients 198 Checking out active documents or semi active documents when not linked 199 Returning active documents or semi active documents when not replicated es 200 Tracking the movement of semi active documents stored at a record center that does not use EDC 200 3 Ordet ec 201 te RUIT I NEMPE 201 Fields Orden e 201 Ordering a semi active box or file eseeeeseeeeseeeeesseeseeesesseneseeeenenseeneessesseneeasseneseesseessesseasseeseneseesseesseeseeneeetens 202 Ordering a semi active file that has not been inventoried 203 Returning documents to the off site record center eeeseeseeeseseseeeeeeeee eene nennen natn tanen e annm anna 204 Adding other services to an order scccseessessseeesneessneeseneeseneeseeesseeesseessneseeneseeneesenessnesseeeseeessaeessnesseneeanee 205 Adding a box or a file search to an order 4 eeseseeeseeeseeseeee sienne eene n nens nitri na nnn satin sain asses aa sn aas nna 207 2007 DocuData Software Corporation Contents 9 Viewing the delivery address of the se
213. ng an active session 49 e Viewing or printing a list of access rights 49 Module s window f Access Log DEMO A Client Demo A Jof x Ele Find Edt Help NW dd O A User Smith Jonn Active ves Start 2008 09 17 pa End 2008 09 17 pa 4 5 2 Fields Access Log User Indicates the user s name Active Indicates if the user is currently using EDC Start Start date and time of the selected session End End date and time of the selected session 4 5 3 Terminating an active session As mentioned earlier if a session is inactive after a computer failure it is possible to terminate it 1 Click on Management gt Access Log from the Main window 2 Select the inactive session by using the button bar 3 Click on Edit gt Terminate session Note When all licenses are in use after a computer failure and prevent access to the system there is no other solution than to start the Access Management program to terminate all the inactive sessions 4 5 4 Viewing or printing a list of active sessions 1 Click on Management Access Log from the Main window 2 Click on File View report Print report A window appears 3 Enter an interval of dates for which the report has to be produced and press OK The report is 2007 DocuData Software Corporation 50 EDC Client 5 13 User Manual automatically displayed or printed 4 6 System Information 4 6 1 Overview System Information This mo
214. ng an item to an item set 1 Click on Inventory gt Box File from the Main window 2 Select any inventoried item that can be edited and click on File gt Edit When the module is in the edition mode move the cursor to the tem Set field and click on the drop down button located to the right of that field A window appears item Set OL x 4 Item Set TEST2 x Cancel View Items z 3 Select the item set of your choice and press OK 4 When all the changes have been performed for that item click on the Accept button Viewing items of an item set 1 Click on Inventory Box File from the Main window 2 Select any inventoried item that can be edited and click on File gt Edit When the module is in the edition mode move the cursor to the tem Set field and click on the drop down button located to the right of that field A window appears 2007 DocuData Software Corporation 106 EDC Client 5 13 User Manual item Set 4 Item Set Xx Cancel View Items z TEST2 olx 3 Select an item set whose items must be viewed it will appear highlighted and click on the View Items button Another window opens gt Box 054 8 101 800000035 800000024 800000036 800000028 800000027 Description 2 Xx Cancel gt 4 This window displays the list of all the items associated to the item set Click on the OK button to end the viewing and to go back to th
215. ns e To add a department click on the Add button e To modify a department select a department and click on the Edit button 3 Inthe Department section add or modify the information in the appropriate fields 4 Inthe Sub Departments section perform one of the following actions e to add a sub department click on the Add button e to modify a sub department select it and click on the Edit button A window is displayed enter the appropriate information in the different fields 8 Sub Department Bk x Sub Department CLOSED CLAM EN Retention Years is Active Yes m KIL KIL J OK X Cancel Help Note When adding a new sub department the current window does not contain any information 5 Enter the name of the sub department the number of retention years for documents included in this sub department effective only when the conservation policy of the organization is based on departments and specify if this sub department is active or not and press OK 6 Click on the Accept button of the module to save all the information entered here Note Sub departments cannot be deleted they can only be set as inactive this was done for tracking purposes Inactive sub departments cannot be attributed to documents it is necessary to define at least one active sub department 5 4 4 Deleting a department In order to delete a department it must not be assigned to any box or file 1 Click on Customer Department fro
216. nts from the Main window 2 Click on File gt Print Recipient Label 3 The thermal label for the displayed recipient will be printed 7 5 4 Editing a recipient Before editing a recipient search for the correct recipient see the topic Performing a search 20 Once the correct recipient is displayed follow these steps 1 Click on Orders Recipients from the Main window 2 Click on Edit gt Edit 3 Change the value in the wanted fields Click on the Accept button when the modifications are done 7 5 5 Adding a recipient 1 Click on Orders Recipients from the Main window 2 Click on Edit gt Add 3 Enter the values in the different fields 2 4 Click on the Accept button when the relevant information has been entered 7 5 6 Deleting a recipient Before deleting a recipient search for the correct recipient see the topic Performing a search 20 Once the correct recipient is displayed follow these steps 1 Click on Orders Recipients from the Main window 2 Click on Edit 2Delete 3 A confirmation message appears press Yes to continue No or Cancel to abort the operation The displayed recipient will be deleted if Yes was pressed 7 5 7 Scanning for new recipients Scanning for new recipients adds all the recipients that are not already existent to the module A new recipient can be added via the following operations Circulation module Check Out Change of hands Order module Add box Add file PDT Checkout Change
217. o do a batch indexing during less 2007 DocuData Software Corporation Inventory management 103 active periods By Search 1 Click on Inventory Box File from the Main window 2 Click on File gt Batch indexing 3 Choose a customer to have the list of customers press OK select a customer it will appear highlighted 4 Awindow appears Description 4 Batch indexing v OK Xx Cancel Add F Barcode Delete Q View 4 Search F Only selected 2 z 5 To index one or many boxes files click on the Add button 6 Boxes Enter a box number to have the list of boxes press OK and select a box it will appear highlighted and the list of all boxes will appear Files A window will appear to confirm if you want to select by description press Yes to enter a description if you press No the software will ask for a file number press OK and the list of all files will appear 7 Press OK or 1 Press the Search button A window appears 2007 DocuData Software Corporation 104 EDC Client 5 13 User Manual S Box Search Number i 4 Search Department Sub Department X Cancel Help Maimum Maximum ff Maximum Maximum if Maximum Fi 2 Enter the wanted parameters and press the Search button 3 The previous window will appear containing the search results 4 To delete certain items from the list select one or many items t
218. oard box sale press on the Other button Select the Box sale item from the menu A window appears Box Sale Quantity Noo hoOD X Cancel 8 Enter the desired quantity of items and press OK The sale of boxes will automatically be added to the order Import items from a text file Click on Orders gt Order from the Main window Click on File gt Create Order Specify the delivery type by pressing the drop down button Specify the delivery address by using the choice button Add special instructions to the order by clicking on the Special Instructions button To add a cardboard box sale press on the Other button Select the Import from text file item from the menu A window appears NOohOND pem v OK X Cancel 8 Enter a recipient and press OK A window appears 2007 DocuData Software Corporation 206 EDC Client 5 13 User Manual Import from text file Box Number C File RC C Box RC Field 1 File Field1 Box C Bar code File Number File Name T puo 9 Select the field by which you import Box number Box RC Field1 Box File number File RC Field 1 File Bar code 10 Press on the browse button and select the desired text file Press OK 11 The boxes files will automatically be added to the order Add items from a list Click on Orders Order from the Main window Click on File gt Create Order Specify the delivery type by
219. ocument its detailed information and much more Here are some notions of off site record management to explain the importance of software modules associated to the inventory Bar Code Labels In order to track boxes and files accurately each item is labeled with a bar code 2 this bar code is scanned with a bar code reader every time an item is delivered and returned to the off site record center To maintain the inventory on every box or file the activity of each item is tracked individually in the history With EDC addition of new boxes and files to the off site storage inventory can be done directly while the labels are printed simultaneously 2007 DocuData Software Corporation 26 EDC Client 5 13 User Manual Box Retention and Disposition Removal of boxes from the inventory can also be necessary for various reasons that is why the system allows the creation of disposal lists After approval the boxes will be treated according to the disposal mode destruction transfer deletion etc Disposal lists can also be created manually one item at a time Boxes may be removed from inventory if they are transferred to another off site storage facility or if they are simply not returned to the off site center after having been ordered The same treatment applies to a semi active box or file that needs to be reactivated after being removed from the inventory In that situation the system allows the recovery of th
220. of hands Active web Order RC web Order 1 Click on Orders gt Recipients from the Main window 2 Click on Edit gt Scan for new recipients 3 If any new recipient was added during one of the operations specified earlier it will be added to the module automatically To edit the newly added recipient s information consult the Editing a recipient 215 topic 2007 DocuData Software Corporation 216 EDC Client 5 13 User Manual 7 5 8 Renaming a recipient This module allows a recipient to be renamed to another existing recipient and deletes the current recipient Before renaming a recipient search for the correct recipient see the topic Performing a search 20 Once the correct recipient is displayed follow these steps Click on Orders Recipients from the Main window Click on Edit gt Rename a recipient Select the name that should replace the current recipient s name and press OK A confirmation message appears Rename RECIPIENT1 to RECIPIENT2 Press Yes to confirm the change No or Cancel to abort the operation If Yes was pressed the change will be performed and the current record will be deleted if confirmed A amp ONA c 8 Appendix 8 1 List of related applications This is a list of applications used with EDC to perform specific tasks CUSTWEB EXE This application runs at the record center and allows a client to view edit its inventory through the web DCLOCK32 EXE This appli
221. of multiple modules accessible from the Main Window of the system Each module is responsible for a specific set of operations For example the Box module is used to add edit print and search for boxes Non track file These are files that have not been inventoried on the computer system They may still be ordered as non track files but the system will record only the description of the file when it is ordered Therefore the tracking on non track files is limited but it is still possible to order at a file level Online help Information on the software that is available within the software itself Pressing F1 will display a help screen on the current operation in a module Password Combination of letters numbers or other characters used to confirm the identity of a company or user Passwords must be kept secret at all times to ensure confidentiality It is also recommended to change passwords on a regular basis RC number RC is shorthand for Record Center Every box and file is identified with a unique numerical RC number This number is used with bar code labels to ensure accuracy when the boxes and files 2007 DocuData Software Corporation Glossary 233 are manipulated internally by the system Reactivation A semi active document can be removed from the record center by deleting it The information of the document in question is not erased from the database it is only mark as deleted A previously deleted do
222. of the Delivery type field 4 Specify the delivery address by using the drop down button of the Delivery Address field 5 Add special instructions to the order by clicking on the Special Instructions button 6 Click on the Box button or on the File button to add a box or a file to the order 7 Enter a description or an item number to indicate where to start on the list that will follow Enter the recipient Press OK and select the desired articles from the list 8 Press OK 9 Add more articles by repeating steps 6 7 and 8 10 Delete items from the list by selecting them and clicking on the Delete button 11 Buy empty filing boxes from the off site record center by clicking on the Box Sale button 12 Press OK to send the order 13 A dialog box appears displaying the transmission progress of the current order Once the order is accepted its items are displayed in the Order module A message indicates if an article is rejected from the order The reason of the rejected articles can be viewed in the Order module 7 3 4 Ordering a semi active file that has not been inventoried Click on Orders gt Order from the Main window Click on File gt Create Order The order s window reappears as in the previous rubric Specify the delivery type by pressing the choice button Specify the delivery address by using the drop down button Add special instructions to the order by clicking on the Special Instructions button Click on the Non Track File butt
223. on A window appears and allows to choose a box number Enter the box number from which the non track file will be taken in order to indicate where to start on the box selection list A window opens on the screen NoohOD 2007 DocuData Software Corporation 204 EDC Client 5 13 User Manual 9 F Boxes OE x DOSSIERS DOSSIERS GENEI COMPTABILITE COMPTES A I RECLAMATIONS MONTREAL X Close DOSSIERS DOSSIERS GENEI DOSSIERS DOSSIERS GENEI view DOSSIERS DOSSIERS GENEI DOSSIERS DOSSIERS GENEI DOSSIERS DOSSIERS GENE a COMPTABILITE COMPTES A COMPTABILITE COMPTES A Notes COMPTABILITE COMPTES A COMPTABILIT COMPTES Non Track COMPTABILIT COMPTES I COMPTABILIT COMPTES I DOSSIERS DOSSIERS GENEI Box 05 Description ipa Recipient Enter the information for the non track file and click on the OK button 10 Add more non track files by repeating steps 8 and 9 11 Click on the Close button 12 Delete items from the list by selecting them and clicking on the Delete button 13 Buy empty filing boxes from the off site record center by clicking on the Box Sale button 14 Click on the OK button to send the order 15 A dialog box appears displaying the transmission progress of the current order Once the order is accepted its items are displayed in the Order module A message indicates if an article is rejected from the order The reason of the rejected arti
224. or example to see the details on box 0105 or any other box in the inventory simply scroll the boxes by pressing Ctrl S in the Boxes module find the 0105 box with the navigation keys and press Enter after selecting the item The box 0105 is now displayed in the module s entry form and its details can be viewed 2 12 Editing the information of an entry form When an entry form is displayed on the screen it cannot be modified It is displayed in the browse mode by default This means that the information may be viewed but cannot be edited directly To perform operations such as adding editing or deleting they must be initiated through the Edit menu or the button bar While editing an entry form the menu bar is inactive until the data entry operation is completed It is possible to navigate in the entry form by clicking on Tab and Shift Tab keys or using the mouse 2007 DocuData Software Corporation 22 EDC Client 5 13 User Manual To accept the modifications in an entry form press Ctrl Enter keys or click on the Accept button To cancel the modifications press the Esc key or click on the Cancel button 2 13 Field types There are three main types of data entry fields alphanumeric or numeric fields choice fields and drop down fields Alphanumeric or numeric fields The most common fields of all Simply type the required information in the field A numeric field can contain only numbers while an alphanumeric fie
225. ormed by the system in the current file for the selected documents The keywords are added only to the first image of the document Note When performing a Full text search 135 to find an indexed document the result will indicate in which file the images have been scanned as well as the state of the file If one presses on the Open module button only the first image of the document will appear along with its information 6 2 27 11 Sending images by Email For many reasons a customer can ask to receive the images by email instead of waiting for their replication This can be performed with the current operation 1 Click on File gt Email from the Imaging module A window appears 2007 DocuData Software Corporation 122 EDC Client 5 13 User Manual Images Sending Email Range Pages Subject Contract review Current 3 Notes C Pages Please reviewing annex Ill and IV attached 6 Answer before the 7th From fi Thanks to fe Format TIF E Recipient Mr Grant datasoft general co X OK X Cancel 7 Help 2 Select the images that must be sent via the Range options more than one image can be selected when choosing the Current option one simply has to press on the Ctrl button while selecting images Enter a subject and notes if so desired then enter a recipient and an email address in the appropriate fields Choose a file format TIF PNG or PDF and press OK to send images
226. orporation Welcome 11 manage storage locations 147 for boxes and files manage the internal circulation of documents 19h create disposal and transfer lists sli for active documents transfer active files in boxes 15 transfer active documents to an off site record center 157 full text indexing full text search S Imaging edition SAI All the functions of the Active edition plus the following scan and manage images 115 store images at an off site electronic vault e e e store images on site on removable CD s or large system of files e perform OCR Optical Character Recognition e index images by zone EDM edition SAE All the functions of the Imaging edition plus the following e manage track identify and retrieve all types of electronic documents 2007 DocuData Software Corporation 12 EDC Client 5 13 User Manual Identify track store retrieve and manage storage boxes at an offsite Record Center Assign and print individual intelligent bar code labelsfor boxes to identify their contents Perform full text searches to help locate boxes Establish retention calendars by box type Track everything using SQL reports Full indexing of all items including Boolean and full text searches Identify track store retrieve and manage storage files at an offsite Record Center Additional 20 user definable fields with an optional dropdown list
227. ost savings associated with the removal of boxes from inventory 1 Click on Inventory gt Deletion List from the Main window 2 Select the list for which the volume of boxes has to be evaluated 3 Click on File 2 View volume Print Volume Note This report only calculates the volume of boxes files are not included 6 12 Box and File Maintenance 6 12 1 Overview Box and File Maintenance This module allows to perform several modifications for boxes and files with the same operation First this operation is time saving Second it is useful and extremely reliable especially when the same description must be entered for hundreds of boxes already registered in the system Tasks Updating fields for several records simultaneously 170 Transferring field content for several records simultaneously 173 Verifying the integrity of boxes and files 175 Auto creating printed files 76 Auto creating In transit boxes h77 Auto creating In transit files 17 Importing data Importing data with a wizard h18 Importing images 192 Viewing the replication log 195 Viewing the date and time of the last replication teli Module s window 2007 DocuData Software Corporation 170 EDC Client 5 13 User Manual Box and File Maintenance 6 12 2 Updating fields for several records simultaneously 1 Click on Maintenance gt Box and File Maintenance from the Main window 2 Click on File gt Fields
228. ouse Disposal from the Main window 2 Click on Processing Transfer files to open shelf at rec center With bar codes Manually 3 Manually enter the RC number and click on the OK button or scan the label using a bar code reader 4 Repeat step 3 as needed to transfer more boxes and click on the Cancel button to terminate the task It is now time to indicate to the off site record center that boxes have to be picked up Then create an order and enter a box return see Returning documents to the off site record center lor Note The state of the files must be IN or OUT IN HOUSE in order to be transferred to the Record Center The software automatically updates the state of the files to IN TRANSIT 6 8 7 Destroy boxes or files 1 Click on Inventory gt In house Disposal from the Main window 2 Click on Processing gt Destroy boxes Destroy files gt With bar codes Manually 3 Manually enter the RC number and click on the OK button or scan the label using a bar code 2007 DocuData Software Corporation 158 EDC Client 5 13 User Manual reader 4 Repeat step 3 as needed to transfer more boxes and click on the Cancel button to terminate the task Note The state of the boxes files must be IN IN HOUSE in order to be destroyed The software automatically updates the state of the boxes files to DESTROYED IN HOUSE 6 9 Disposal List 6 9 1 Overview Disposal List This module is used to prepare disposal list
229. own button to choose the desired departments 5 Move to the Delivery Address field and select None All or Partial with the switching button If Partial is selected click on the drop down button to choose the desired delivery addresses 6 Click on the drop down button to the right of the Groups 4 field The following window appears containing the groups already granted to the user 2007 DocuData Software Corporation 42 EDC Client 5 13 User Manual 4 X Close Add mun Delete e Click on the Add button to grant an other group to the user Select a group in the list that is displayed and press OK The group appears in the previous window e Select a group to remove it will appear highlighted click on the Delete button and then on the Yes button of the dialog box that appears 7 Click on the drop down button to the right of the Additional modules field The following window appears showing additional modules already granted to the user Scroll Edit Add Delete 1 SCRO ADD Deletion List SCRO Circulation SCRO ADD X Close Seat ead Delete Note The letters to the right of a module s name indicate its access rights S Scroll E Edit A Add D Delete e Click on the Add button to grant an additional module to the user Select a module in the list that is displayed and press OK The additional module is added and appears in the previous window e Select
230. perations This operation allows to view and to unlock locked tasks When a task is locked the module cannot be used by the employees 2007 DocuData Software Corporation 54 EDC Client 5 13 User Manual 5 1 5 2 5 2 1 1 Click on Management gt System Information from the Main window 2 Click on Edit gt Unlock operations A window opens on the screen Unlock Operation CU x Time Description Computer Name 2 gt 2004 06 16 09 39 18 Serialized procedure Full Text Store DOCO1 v OK X Cancel 3 To unlock an operation select the wanted operation it will appear highlighted and press OK Corporate information management Outline Customer The management of corporate information includes all the information identifying the organization and making it a distinctive institution This information is separated between several modules each of them describes a specific aspect of the organization and reflects its internal administration Customer Information s Source Location 7 Department 7 Retention Schedule 79 Restriction s and Delivery Address 8 All the information contained in these modules is essential since it defines the different operations the conservation policies and helps manage the organization s archives Customer Information Overview Customer Information This module allows to set up the general elements of EDC that will be used frequently by the different
231. played for files but the selection can also be done by description 3 Enter a box or file number or a description for files then click on the OK button A window containing the inventoried documents appears 4 Select items then click on the OK button from this window The window displayed in 2 appears again containing the selection 5 Click on the OK button to specify which field transfer has to be performed The following window opens r Source r Destination Number C Start Date C RC Number c a EE End Date End Date Description C Description C Source C Entry Date C Source Owner C Owner C Field 1 C Old Number C Field 2 C Field 1 C Field 2 C Field 3 C Field 3 C Field 4 C Field4 C Fi C Field 5 Field 5 C Field 6 C Field 6 Operation Copy Cancel Help Note The window displayed is for boxes the file window is slightly different and shows the different extra fields used 6 Check off the Source field and the Destination field then select the desired action with the choice button to the right of the Operation field Three operations are available e Copy the Source field content is copied in the Destination field and its original content is deleted Then the same description is displayed in both of the fields simultaneously e Swap the Source field content will be displayed in the Destination field and the Destination field content is displayed in the Source field Then the original
232. plementing the system it is important to consider the internal organization its rules its hierarchy its document types and its internal locations These multiple details are determined by the software s setup since its major role is to support the management of the organization management of the 2007 DocuData Software Corporation 24 EDC Client 5 13 User Manual For example employees within an organization may be granted different levels of responsibility so it is logical that a record management software should reflect its structure Employees who are responsible for the addition of boxes and files to the off site inventory may not be allowed to create disposal lists Similarly the system information may only be viewed by a few users The access to each module in the system must be controlled with respect to each user s module access rights Users must be combined in groups and access rights must then be assigned to the entire group In large organizations departmental access control is very important that is why each user of the system is given rights to specific departments In fact a user will not be able to order add or edit an item that belongs to a department for which he she does not have rights to A user can also be restricted to receive deliveries at one or more delivery addresses These access control mechanisms allow to customize the working environment for each individual user and respect the acce
233. policy uses document type retentions the disposal date will be determined from the retention associated with the document type Source Optional alphanumeric drop down field containing a maximum of 10 characters non associated to a drop down list for the File module In the case of boxes this field indicates the location where the box came from before arriving at the off site record center As for files this field is reserved for the internal use Note The source locations are defined in the Source Location 741 module Field 1 Field 2 Field 3 Optional alphanumeric fields containing a maximum of 20 characters each These fields are for internal use and can be renamed in the English and French Text 4 module to fit the organization s needs Access Level Numeric field containing a value between 0 and 9 The access level is used to prevent unauthorized users from editing or ordering boxes with access restriction 9 is the most restrictive access When editing the field the user can only assign a value less than or equal to his own level If the access level of a user is less than the box access level the user is not allowed to edit or order it Note See the Authorized User 407 module 2007 DocuData Software Corporation 90 EDC Client 5 13 User Manual Disposal There are three sub fields related to disposal A first choice sub field containing the values CONFIDENTIAL 230 NON CONFIDENTI
234. port If the SQL statement is modified the other tabs will be disabled and the SQL statement will prevail 6 6 Internal Location 6 6 1 Overview Internal Location This module allows to define storage locations used for active boxes and files within the organization Furthermore reports for internal locations can be produced to verify the space availability 2007 DocuData Software Corporation 148 EDC Client 5 13 User Manual Available report e list of internal locations including their status Fields 48 see the next section Tasks e Adding or editing internal locations 145 e Deleting internal locations 145 e Viewing or printing a list of internal locations and their status 1491 e Printing an internal location label 50 Module s window 4 Activity Report e x Ele Help i View Box Activities Ent gt Fie Activites Email overdue memo Overdue Memos Repot Options gt Active Box Report Pii Setup Shill F7 Inactive Box Report 95 Epc Cul BkSp X te ARF Print and view box and file activity reports 6 6 2 Fields Internal Location Location Required alphanumeric field containing a maximum of 20 alphanumeric characters This field possesses a mask defined in the Location Maskl 55 field of the Customer Information module This field indicates the location that will appear in the drop down list associated with the Location field of the Box and File modules Note
235. pressing the drop down button Specify the delivery address by using the choice button Add special instructions to the order by clicking on the Special Instructions button To add a cardboard box sale press on the Other button Select the Add to Order from list item from the menu A window appears ocncGoNu Xl v OK X Cancel 8 Enter a recipient and press OK A window appears Import from text file 2 C File Number C Bar code C BoxRC C File RC C Field1 Box C Field 1 File 2007 DocuData Software Corporation Order processing 207 9 Select the field by which you import Box number Box RC Field1 Box File number File RC Field 1 File Bar code 10 Enter the desired information in the empty space and press OK 11 The boxes files will automatically be added to the order 7 3 7 Adding a box or a file search to an order Adding a box search The box and file search contrary to a simple search adds items to the order Click on Orders gt Order from the Main window Click on File gt Create Order Specify the delivery type by pressing the drop down button Specify the delivery address by using the choice button Add special instructions to the order by clicking on the Special Instructions button To add a cardboard box sale press on the Box Search button A window appears oci oNuvu v OK X Cancel 7 Enterthe recipient and press OK When the customer is bill
236. r the organization These types are used to classify documents They are also used to calculate disposition dates and to specify disposal modes for files and boxes if the conservation policy is based on document types 2007 DocuData Software Corporation System overview 33 Restriction module This module allows to manage restrictions they are used to prevent errors during the creation of disposition lists and to make sure that documents with restricted types will not be put on these lists ds Delivery Address module This module allows to manage the delivery addresses of the organization 3 11 Modules associated with order processing S Circulation module This module allows to manage the circulation of active documents It allows to retrieve or send back documents internally These in and out operations can be tracked including the dates the requesters and the recipients S Order module This module allows to create orders and consult information about previous requests including their state their recipient or their delivery date 7 Non Track File module Files that are not inventoried non track can be ordered separately From this moment these files are partially tracked This module facilitates the consultation of information about them Delivery Imaging module The off site record center scans every delivery slip signed by organization members when they receive documents I
237. r this user which will apply by default as soon as the user logs into any EDC related application Department Choice field containing None Partial or All Allows access to the selected departments When this field contains Partial it is possible to click on the consultation button to add or delete individual departments Delivery address Choice field containing None Partial or All Allows access to the selected delivery addresses When this field contains Partial it is possible to click on the consultation button to add or delete individual delivery addresses Access level This field can contain the values 0 through 9 The value 9 gives access to all documents The access level is used to limit the access of users to certain boxes or files When documents are created they are assigned an access level and these documents can only be edited and ordered by users possessing the appropriate access level 2007 DocuData Software Corporation EDC software management 41 Groups Drop down field defined in the User Group 41 module In order to speed up work when adding new users it is possible to define access profiles by assigning access rights to modules for groups When creating or editing a user simply select a group to give the user access to that group s privileges Additional modules Drop down field It is possible to add access rights to modules that are not included in the group
238. r via the Browse For Folder button the path or address of the folder will appear in the field Document Number Optional field containing a maximum of 16 alphanumeric characters used for additional tracking efficiency Access Level Numeric field containing a value between 0 and 9 The access level is used to prevent unauthorized users from modifying or viewing documents with access restriction 9 is the most restrictive access When editing the field the user can only assign a value less than or equal to the file s level If the access level of a user is less than the file access level the user is not allowed to edit or consult it See the Authorized User 4 module for more information on access rights Description Alphanumeric field containing a maximum of 64 characters This field contains the description of the document File Type Read only field that contains the document s extension or file type Here are some examples of file types doc jpg gif txt csv xls etc This field is not valid when adding a folder Author Alphanumeric field containing a maximum of 30 characters This field contains the author of the document 2007 DocuData Software Corporation 110 EDC Client 5 13 User Manual Field 1 Field 2 Field 3 Optional alphanumeric fields containing a maximum of 20 characters each These fields are for internal use and can be renamed in the Dictionary 471 module to fit the organization s ne
239. rds Find any of these words or Boolean expression This field allows to select a search mode Find all words The documents found contain all the words entered for the search Note Only the exact words are found ex when searching sale the system will not find the word sales 2007 DocuData Software Corporation Inventory management 133 Find any of these words The documents found contain at least one of the words entered for the search Note Only the exact words are found Boolean expression The documents found contain the result of the Boolean expression entered for the search The Boolean expressions can take the following forms MIKE amp SALE It is possible to combine Boolean operators by including the Boolean sub expressions in brackets The result of the expression in brackets will be determined before continuing the search with the next operator Example the search MIKE amp SALE amp IPURCHASE will be resolved as follows 1 First the search will find all the documents containing MIKE and SALE 2 Second the search will find all the documents including results of step 1 but excluding the expression PURCHASE Boolean operators This symbol replaces many characters It can be used at the beginning or at the end of a word Searching MIKE will find all the documents containing MIKE MIKEY etc amp This symbol indicates that all the words joined together must be included in the do
240. record center that boxes have to be picked up 9 Click on File gt Create Order 10 Click on the drop down button to the right of the Delivery Type field and select the desired time 11 Click on the drop down button to the right of the Delivery Adaress field and select the desired pick up address 12 Click on the Special Instructions button enter instructions if desired and click on the Accept button 13Click on the Box Returns button enter a quantity and click on the Accept button 14 Click on the Accept button from the module s window 15 A dialog box appears displaying the transmission progress of the current order Once the order is accepted its items are displayed in the Order module A warning message is displayed when an article is rejected from the order The reason for the rejected articles can be consulted later in the Order module ONO BRAWN Adding an open shelf file 1 Click on Inventory gt Box File from the Main window 2 Click on Edit gt Add IN TRANSIT 22 Shelf 3 Repeat steps 3 to 15 of the previous section 6 2 5 Adding an electronic file An electronic file is used to keep track of electronic documents within the organization For more information on how to manage electronic documents please refer to the Managing electronic documents o5 chapter Click on Inventory Box File from the Main window Click on Edit gt Add Electronic Enter the information in appropriate fields the red fields indicate the req
241. report e list of departments including sub departments Fields 7e see the next section Tasks e Creating or editing departments and sub departments 77 e Deleting a department 7 e Transferring documents of a sub department to another department 781 e Transferring documents of a sub department to an existing sub department 7 amp 3 e Viewing or printing a list of departments and their sub departments 78 Module s window i Return Delivery ic x Fle Help Return Deliveries View Return Sip Print Return Sip View Refile List Print Refile List Create Refile List Reset Refile List Upload lst from POT File refle with POT 5 4 2 Fields Department Department Required alphanumeric field containing a maximum of 30 characters This field indicates the department s name This value will appear in the drop down lists associated with the Department field in the Box and File modules 2007 DocuData Software Corporation Corporate information management 77 Supervisor and Address Name and address of the supervisor of the department Coordinator and Address Name and address of the coordinator of the department Sub Departments Required alphanumeric field containing a maximum of 30 characters List of the sub departments for the department 5 4 3 Creating or editing departments and sub departments 1 Click on Customer gt Department from the Main window 2 Make one of these operatio
242. report will be sorted scanned or searched Mask When a field has a mask the information must be entered according to the criteria defined by the mask Most masks are defined in the Customer Information module Mask criteria 2007 DocuData Software Corporation 232 EDC Client 5 13 User Manual Regular mask e X any character e I any character forced to upper case e L any character forced to lower case e x any character first letter of a word forced to upper case e a alphas and and and e A alphas and and and forced to upper case e alphas and and and forced to lower case e 1 numbers only no spaces e 9 numbers and spaces only e i numbers and spaces and e numbers and spaces and and Example A field with the mask 999 will accept the following values of three characters 345 84 and 0 0 It will not accept the following values 4 6 4 6 4 6 ert er4 and E 4 Date mask Value Result mm dd yyyy 01 09 1998 yyyy mm dd 1998 01 09 Menu List of words generally located on the top of the screen that gives access to menu items A menu item may either execute an operation or open another menu called a sub menu Menu item Choice of operations offered within a menu The menu item may either execute an operation or open a new sub menu with its own menu items See also menu Module EDC is composed
243. resents an element on the label To add an element on the label click on the Add button To remove an element on the label click anywhere on the desired line and click on the Delete button To modify element s parameters a line s column click on the desired parameter column line and change it see step 5 below To view the label s appearance click on the View button The report s window opens 2007 DocuData Software Corporation Corporate information management 63 B5 Report LOX a z DEMO A 178554 BOX Box 345B 10108179554 e To restore the system s default values click on the Default button 5 Here is a description of the parameters that can be set for every element of the label columns in the window shown in step 3 Field click on the drop down button and select the field to include on the label Top indicate the distance between the element and the top side of the label Left indicate the distance between the element and the left side of the label Width indicate the width that the element will take up on the label Characters that do not fit within the width will not appear e Height indicate the height that the element will take up on the label If the font size is too large the text will not appear e Fontsize indicate the point size of the text shown on the element e Text effective only if Text has been selected as a field type Allows to specify the text that w
244. ress OK A window appears 7 Enter a prefix that will precede the automatic file number given by the system Press OK The prefix can be numerical or alphanumerical A window appears Sequence Start 2007 DocuData Software Corporation Inventory management 181 8 Enter a value from which the creation of file numbers will start This value can only be numerical Once the sequence start has been entered press OK A window appears Ex The prefix DOC was previously added and the sequence start entered was 204991 The number of files to create was 5 thus the file numbers will be DOC 204991 DOC 204992 DOC 204993 DOC 204994 DOC 204995 Number of copies of each label 9 Enter the number of copies to make for each label and press OK If you previously selected Laser at step 2 a window appears Xx Cancel Select a file label format these formats can be modified in the customer Information module for more information consult the Defining custom labels 611 topic The system will then prompt you to enter the position of the first avery label at which it should start printing Here is an example of a typical page of avery labels used to print file labels 2007 DocuData Software Corporation 182 EDC Client 5 13 User Manual Note The numbers indicate the printing order of the labels See also the list of supported Avery labels 617 in the rubric Defining
245. rom here or from a module e View error log This option creates a report of all the errors made between a certain date range Note In order to email this log on a regular basis right click on the EDC Client icon on your desktop select the menu item Properties In that window click on the Find target button In the bin directory right click on the docu32 exe icon select the menu item Properties At the end of the application s name put emaillogemailaddress com numberofdays ex if you want to email the log for the past week put Remo32 EmailLog support docudatasoft com 7 or to email the log for today put Remo32 EmailLog support docudatasoft com 1 The email will go out with the SMTP server configured in the System Information 5 71 module e About It displays the EDC version number the user license count and the options activated with the current edition SAI OCR etc e Who amI It displays the user name and when he started using the software e Resources It displays certain information on the computer system As a general rule the following minimal values are requested to insure the proper functioning of the system Available Memory 1 000 000 bytes Disk Space 10 Megabytes Database level Must have the same level than the EDC s applications 3 9 Modules associated with EDC software management uf This module allows the management of authorized users and their access rights did User Group module A
246. rt by default for EDC use as well as Web use ActiveWeb 1 Click on Customer Customer Information from the Main window 2 Click on Report Box Report Fields File Report Fields A window appears and contains the reports already defined if such is the case Reports BEI TESTING X Close iQ Edit amp Add Delete By default Web Search 3 Perform one of the following operations 2007 DocuData Software Corporation Corporate information management 59 e To delete a predefined report select it and click on the Delete button e To create or modify a predefined report select it and click respectively on the Add or the Edit button A window appears When adding a new report it is empty but contains the settings already entered for a predefined report that has to be modified Name ee Field Include Position Number No 3 p 4 RC Number No 3 p Department No 3 p s Start Date No 3 p End Date No 5 p Withdrawal No p 4 Description No bp 4 Disposal No p 4 Activity o 2 o E we fo bo v OK x E Help Enter or modify the name of the report then click on the choice buttons in the Include column and set to Yes the fields that must appear on the report After click on the choice button in the Position column to set the tabulation order of the fields on the report Press OK when all the modifications have been made The window opened in
247. rtment On Sub department On Activity On Box On Type gt Sub Department Department All Files 5 When a report is produced for the first time it is necessary to specify which pre defined report will be used by double clicking on a pre defined report in the selection The report will be displayed or printed soon after 6 Ifthe report is only viewed click on the Close button to close the report s window 6 2 20 Viewing or printing a list of boxes or files that are out 1 Click on Inventory Box File from the Main window 2 Click on File gt View report Print Report gt Files Out Boxes Out 3 When a report is produced for the first time it is necessary to specify which pre defined report will be used by double clicking on a pre defined report in the selection 4 When you have chosen the pre defined report it will appear highlighted press OK A window appears Files Out Ea C By recipient X Cancel C For a recipient I Record Center F In House Help 3 Indicate if the list must be sorted by date by recipient or for a recipient and specify if the list is related to items that are out from the in house or the off site record center 6 2 24 Batch indexing The batch indexing section is linked with the Full Text Search module When batch indexing one or many boxes the software will not index the boxes files Batch indexing may take a while and could possibly slow down EDC Client for all users it is better t
248. s selected in the previous field Active Choice field containing Yes or No Indicates if this user has access to the system When the value of this field is No the user will no longer appear on the list of users when launching EDC Force Password Password expiration Indicates if a password is required for this user to access EDC and allows to set an expiration time for it Note This field has no effect when the value of the Force Password field in the Customer information module is Yes Shared customers Coming soon in a future version of EDC Client Working directory Coming soon in a future version of EDC Client 4 2 3 Adding or editing users 1 Click on Customer Authorized User from the Main window 2 Perform one of the following operations e To add a user click on the Add button e To edit a user select the user and click on the Edit button 3 Enter information in appropriate fields see the fields 401 section for more details 4 Click on the Accept button when finished 4 2 4 Defining the access rights of users 1 Click on Management Authorized User from the Main window 2 Select the desired user and click on the Edit button 3 Move to the Access Level field and enter a number between 0 and 9 9 giving access to all documents or click on the switching button 4 Move to the Department field and select None All or Partial with the switching button If Partial is selected click on the drop d
249. s 228 topic RequestType See the Activity codes 2281 topic UserNo EDC generated user number which can be seen in the Authorized User module under the System field DelAddrNo EDC generated request number RequestDelType EDC generated delivery type number DeliveryDate Delivery Date DeliveryTime Delivery Time Recipient Recipient BoxDDNo RC number of the box CustBoxNo Box number FileDDNo RC number of the file Quantity Quantity Description Item description RejectedReason Reason the request was rejected OrderNo Order number ItemNo EDC generated item number which determines the position of the item on each order RequestDate Date the request was entered RequestTime Time the request was entered PhoneNo Phone number LastName Last name of the user FirstName First name of the user ChargeCode Charge back code used for biling purposes Replication_Schedule Module No module is assigned to this table Description This table stores the information viewable in the application called EDCREP32 exe Important Fields Operation See the Activity codes 228 topic LastDate Last date the replication was active for this operation LastTime Last time the replication was active for this operation StartTime Scheduled start time EndTime Scheduled end time Interval Interval Sub_department Module Department Description This table stores the information viewable in the Department mo
250. s classified Restrictions Drop down field containing the values defined in the Restriction s 1 module This field indicates the restrictions associated with the selected type Legal Evaluation Optional alphanumeric field containing a maximum of 4 characters This field indicates how long the document needs to be kept from a legal point of view This field is for internal use Financial Evaluation Optional alphanumeric field containing a maximum of 4 characters Indicates how long the document needs to be kept from a fiscal point of view This field is for internal use Department This field contains the department that will automatically be attributed to a document of the selected type Note This field is visible only if the Types by department field of the Customer Information module is set to Yes 5 5 3 Creating or editing a document type ak Click on Customer gt Retention Schedule from the Main Window To create a document type click on the Add button To modify a document type select it and click on the Edit button Enter or modify the information in the appropriate fields Click on the Accept button When accepting modifications window appears to edit notes Enter the note and press OK N c0 2007 DocuData Software Corporation 82 EDC Client 5 13 User Manual 5 5 4 Transfering documents from a document type to another This operation allows to transfer all the documents fro
251. s for a specific period report of active boxes for a specific period and for a specific number of times taken out report of inactive boxes for a specific period sorted by entry date in the system Tasks e Viewing or printing boxes or files activity reports 15h e Viewing or printing overdue memos 1 55 e Viewing or printing a report of active or inactive boxes 152 e Emailing an overdue memo tsh Module s window 2007 DocuData Software Corporation Inventory management 151 1 Activity Report Joj x Ele Hep View Box Activities En gt File Activities Emal overdue memo Overdue Memos Repot Options gt Active Box Report Pii Setup Sh tsF7 Inactive Box Repost 9 Epc CulsBkSp X Eg ARS Print and view box and file activity reports 6 7 2 Viewing or printing activity report for boxes or files 1 Click on Inventory Activity Report from the Main window 2 Click on File Report Options Box File and choose a predefined report or modify the presence and position of fields in the reports 3 Click on File gt View Print gt Box Activities File Activities A dialog box appears allowing to specify if the report will be produced for one or all departments Q On Department Yes Cancel 4 Press Yes to have the list of departments select a department it will appear highlighted and click on the Accept button A new window appears and allows to specify a interval of dates 5 Specify th
252. s for semi active documents stored at an off site record center The disposal of records is a critical process that does not permit any error or mistake That is why these lists must properly be authorized by the appropriate person before being processed After being electronically transmitted to the off site record center a paper copy of the list must be sent by courier or by fax The disposal of boxes and files must be confirmed by checking off the appropriate spaces on the list for each item Furthermore the organization s signing officer defined at the off site record center or the creator of the list if there is no signing officer appointed in the system must initial each page of the disposal list and sign it at the end The lists are displayed in accordance with some parameters When the organization s billing is made by department the disposal lists will be divided accordingly and each part should be initialed and signed by its supervisor Furthermore when a department is associated to a document type Customer information and Retention Schedule modules the disposal lists are also separated accordingly and must be approved the same way Fields 157 see the next section Task e Automatically producing a list of semi active documents to destroy eh e Manually producing a list of semi active documents to destroy 160 e Deleting a disposal list 162 e Viewing items on a disposal list 162 e Viewing notes on a disposal list 1e
253. s set to Yes every file added to the inventory must have a single number otherwise the system will reject the addition and will mention that its is a duplicate file Thermal printer Choice field containing Yes or No When this field is set to Yes it will be possible to print thermal labels if the printer is set up properly Automatic box number Choice field that can contain Yes or No When this field is set to Yes the system auto generates a number for boxes added to the inventory it attributes them a default number similar to the RC number Default box number length Numeric field that can contain a maximum of 2 characters This field is efficient only when the next field is set to Yes It allows to specify the length for automatic box numbers When the RC number of the box is shorter than this value the system adds zeros beside the automatic number when the RC number is longer the current value has no effect Automatic file number Choice field that can contain Yes or No When this field is set to Yes the system auto generates a number for files added to the inventory it attributes them a default number similar to the RC number Default file number length Numeric field that can contain a maximum of 2 characters This field is efficient only when the next field is set to Yes It allows to specify the length for automatic file numbers When the RC number of the file is shorter than this value the syst
254. s to be searched or replaced in both languages or just in one language press OK A window appears for every term of the software where the searched items are present This is a procedure to provide changes everywhere in the software where the item is used 4 For each window that appears click on Yes to approve the modification click on No to keep the original term and go to the next term or on the Cancel button to abort the following operations 4 4 4 Viewing or printing the software s terminology 1 Click on Management Dictionary from the Main window 2 Click on File 2 View report Print report Note The list of terms used in the software can be indexed by number 4 Access Log 4 5 1 Overview Access Log This module allows to view or print access log This access log indicates who has access to EDC and who is using it at the moment In this module an authorized user can terminate the access for one or more users if a session is inactive after computer failure All licenses can be used after a computer failure and prevent access to the system In that case open the Access Management program to terminate inactive sessions the icon is located in the same group as EDC software Suspended sessions will free themselves after 12 hours R Available report e access log for a specific period Fields 4 see the next section 2007 DocuData Software Corporation EDC software management 49 Tasks e Terminati
255. s viewed on the web You access this from the File module like so W File DEMO A Client Demo A Add Add PRE ADD Owner Add PRE ADD Shelf Department Delete pre add Description Xr Notes Number Start Date Secondary Notes Type Alternate Label Field 1 Extra Key Words Field 3 Copy and Add Disposal Change of hands Range Batch Addition Edition Shelf Entry Date Transfer shelf files to box Transfer from box to shelf Set Master Image Password Ctrl M The password is on the file level So you can enter a new password for each file in the File module So if you have 100 images in a file then all 100 images will use the same password 2007 DocuData Software Corporation Inventory management 127 6 2 27 19 Viewing or editing the keywords of an image Viewing the keywords of an image 1 Click on Image from the Imaging module 2 Click on View gt Keywords A window appears containing the different keywords related to the image 3 When you are finished click on the Cancel button Editing or adding keywords to an image Click on Image from the Imaging module Click on Edit gt Keywords A window appears Select the image for which you want to add or edit the keywords Enter the wanted modifications for that image and press OK Repeat steps 1 to 4 for all the desired images akhaONnd 6 2 27 20 Viewing the informations of a scanned image The information related to the images displayed o
256. s window to go back to the module Note The overdue memo s template can be edited in the Customer Information module 6 7 4 Viewing or printing the report of active or inactive boxes Producing a report of active boxes 2007 DocuData Software Corporation Inventory management 153 1 Click on Inventory gt Activity Report from the Main window 2 Click on File gt View Print gt Active Box Report A window appears Customer MO A a From 2002 01 12 to 2002 02 12 Out Count 1 a 9999 2 K Include file activity v OK X Cancel 7 Help Note Customer gives the code of the customer From to allows to specify a range of dates for the report Out Count allows to indicate that the report will include only boxes that have been retrieved a certain number of times Include file activity allows to indicate that the report must include also the files contained in the related boxes When this option is checked off the out count for a box will be more important because it includes the out count of files within the box 3 Enter the desired information in the appropriate fields and click on the OK button The report is automatically produced Producing a report of inactive boxes 1 Click on Inventory Activity Report from the Main window 2 Click on File gt View Print gt Inactive Box Report A window appears Customer MO E From to 2002 02 12 Entered before 2001 02 12 v Include file activity v OK X
257. se this help Tile erre 14 Part Il General concepts 15 1 Elements of a typical windOw eene nennen nennen nnn nn annee ennan 15 2 Howto use the menus 21 cieiieiccieenicceccceniocce ize nnmnnn nnmnnn nenne nnmnnn Diode mira sdur ca nanana 16 Or BUTTON Dat nine ESEE A 17 4 Navigation SHOrtCutS eeecccccecseeceeeceneeeeeeeneeseeeeeneeseeeeneeeseeesneeseeeeeneeseeesneeeseeesneeseeeeeneeseseeneeseeeesnes 17 5 Common keyboard shortcuts eese sies apa eataa rema aa anaia aeaaeae sana nnn anna as 18 6 Opening d module 2 5 ra eee cancers area ecoceccuneesshceceduectsccantsutaecouncersacrsesseenectere 19 7 Using several modules simultaneously e eeeeeeeee esee eee eene nennt nennt nnn nnns 19 8 Exiting a module or the program eeeeeeseeeeeeee eene ene enne nn nnne nennen nna n nnn nnmnnn nns 20 EE Hapus E s 20 10 Using TepOrts Ieri eI peer eol erem ioo PER AUE ce aane ce condom oru T 21 TE Usma loca DE 21 12 Editing the information of an entry form eeeeeeseseeeeeeeeee eene enne nnn nnne nennt 21 13 Field ypes Mp 22 Part Ill System overview 22 T General Quthn s CERE 22 2 General concepts of off site record MANAGEMENL cccseccesseceeeeeeeeeeeeeeeseseeeenseeeesneesnseeeeneeees 22
258. search 1351 e Batch indexing boxes and files 13h e Manually adding keywords to boxes and files 135 2007 DocuData Software Corporation 132 EDC Client 5 13 User Manual Module s window Full Text Search OE x Fie Help test Find all words Page fi TESTOOOO1 PRE ADD 44 Search File TEST200004 PRE ADD Q View Open module Legend Boolean Search A amp B and A B or IA not amp IB C subexpression Note Usually this window does not contain information when opened 6 4 2 Search options Full Text Search Searched text zone This zone allows to enter any information letters words expressions etc that needs to be searched Note When typing a word in capital letters the system will only find expressions containing capital letters contrary to minuscule letters that will find expressions containing either one For example a search on of will find expressions containing of OF Of or oF Note Some characters are used to separate words or character strings Here are examples that can explain how to use these separating characters searching the expression if or is considered as searching the words if and or searching 1234 10 is like searching two character strings as 1234 and 10 this is because and are separating characters see the list below 135 Search type Drop down field that can contain Find all wo
259. searched item If the item sought is close to the item displayed in the module it will be easy to find it by scrolling the list Click on Find gt Scroll The list of the items will be displayed starting with the current item Scroll the items by using the Up Arrow and the Down Arrow buttons Double click on the desired item and it will appear in the module s entry form 6 2 10 Printing a detailed report of boxes or files The current rubric indicates how to print a detailed report of boxes and files that includes their history and their notes 1 Click on Inventory gt Box File from the Main window 2 Click on File gt Print Box Details Print File Details The following window appears 2007 DocuData Software Corporation 96 EDC Client 5 13 User Manual 8 Files to print Number Activity Description v OK x Cancel amp Add Delete Q View d Search amp Printer FERE 3 Click on the Add button A dialog box is displayed for files and asks if the selection will be done by description Click on the Yes button of this dialog box if so desired 4 Enter a number or a description in the window that appears and click on the Accept button Select the desired items on the list that is displayed as follows PRE ADD EXEMPLE IMAGERIE PRE ADD FILES YEAR 1980 1 TACITI IOS Files GE x Number Activity Description al IN 260 1 STEFANSKY h IN 142 68 NEW TRAILS IN 142 22 SANTAMO
260. settings are optimized by the software and cannot be modified If no specific printer is selected before an action the program uses the Windows default printer When a report is displayed click on the Print setup button B to set the printer settings or click on the Print button to print the report Note The zoom option only affects the display and not the printed copy 2 11 Using lists A list allows to display and scroll rapidly a group of related items such as files or boxes to have a brief overview of their content and to interactively select one or more items from the list the information is often incomplete when items are displayed on a list Each module has a list available which scrolls the records starting from the current record This action is activated with the Find gt Scroll operation Ctrl S For example pressing Ctrl S in the File module will show the files in a list fashion with one file on each line starting from the current file selected When a list is active a selection bar is displayed on one of the items this is the list cursor To select a particular item use the navigation shortcuts 1 followed by the Enter key or use the mouse In multiple selection lists several items can be selected by pressing the space bar or double clicking on them The selected items will appear highlighted In the scroll operation discussed above when a record is selected it is this new record that will be displayed on the screen F
261. sition in the report and click on the Accept button 4 Click on File gt View report Print report and select one of the following menus By Number By Old Number By Description By Owner By Internal Location By Field 1 By Field 2 By Field 3 By Entry Date By department By sub department On Department On sub department On Activity On Type gt Sub Department Department All Boxes 5 When a report is produced for the first time it is necessary to specify which pre defined report will be used by double clicking on a pre defined report in the selection The report will be displayed or printed soon after 6 Ifthe report is only viewed click on the Close button to close the report s window From the File module 1 Click on Inventory File from the Main window 2 Perform one of the following actions 2007 DocuData Software Corporation 102 EDC Client 5 13 User Manual e Click on File Report Options gt Report Options and setup report options as above e Click on File Report Options gt Select Predefined File Report then proceed to the adjustments as above e Click on File Report Options Modify File Report Fields and modify fields as above 4 Click on File gt View report Print report and select one of the following menu options e By Number By Description By Owner By Internal Location By Field 1 By Field 2 By Field 3 By Entry Date By Disposal Date On Depa
262. sly Alt key and the underlined letter For example to activate the File menu simply press Alt F Inside this menu menu items and sub menu items also have underlined letters When pressing these letters without Alt it is possible to activate the action Then to exit the module and go back to the Main window simply press Ctrl Bksp The Guided Tour is now completed Many of the operations learned here will be needed to use software 1 3 Conventions Access path The convention First item Second item will be used to represent the route needed to access a command If we indicate that to modify a note it is necessary to click on Box Edit Notes this means that 2007 DocuData Software Corporation 14 EDC Client 5 13 User Manual the Box module must be open and in this module there is a menu Edit and the item to be chosen within this menu is Notes File gt View Report gt On Type gt Department means that it is necessary to open the File menu select the View report menu item select On type and select Department In some cases the path will be expressed in the following way File gt View report Print report This means that there is the possibility to choose from either View report or Print report from the File menu Keyboard Shortcuts Keyboard shortcuts 18 are expressed in the following manner Ctrl X They are used as follows 1 Press on the first key Ctrl and hold it 2 Press on the second key X 3 Release
263. sneessneeseeessseeeseeeeseeesnens 82 Editing document type notes seeesieeeeeeeeeseieee esses seens seen s anen aant sata aate nass tasa snas sensa asm aas Eanan assa sata aus 82 Adding or removing restrictions from a document type 82 Viewing the restrictions or notes associated with a document type seen 83 Viewing or printing a list of document types eeeeessieeseeeeeeeeeeeeeee nennen nnne nnntnnnatn ssa tn as ssn sas sn assa aan 83 6 Restriction Overview Restrictions LX EN Ctr E M Greating or editing restriction 2 one inet pcdes Deer eto nen oder eel decocti de eui 84 Deleting Wai Ce io LE nER en Eiai sasana 84 Viewing or printing document types associated with a particular restriction esses 84 Viewing or printing a list of restrictions uueeeeeeeeeeee eene ee ee tnennnn enne nennen nnn nnne n natns sain assem sss sn sa sa sana 84 7 Delivery Address Overview Delivery Address oo Fields Delivery Address X Viewing or printing a list of delivery addresses cccsseeeseeeneessneeseneeseeeesseesseneeseessnesseneesenessenesseneeseneeseeeees 85 Part VI Inventory management 86 1 Outline Inventory ee retten Anaa a
264. software should always be waiting for a reply from the PDT first and not the opposite If a communication error like this occurs simply press ESC on the PDT and try to send the results again 7 2 4 Checking out active documents or semi active documents when not linked See also the Using the PDT 195chapter 1 Click on Orders gt Circulation from the Main window 2 Click on Circulation Check Out Items A window appears Check Out Items x Recipient dil Manual Selection 5 E HIE With bar codes X Close 3 Enter the recipient 4 Check off the appropriate box whether files or boxes have to be checked out 5 Perform one of the following actions e To use a bar code reader click on the With bar codes button and scan the items or manually enter the number located under the bar code of the record label and click on the OK button Press the Esc button when finished e To manually select items click on the Manual Selection button 6 Click on the Add button 7 Enter an item number to indicate where to start on the list and click on the OK button 8 Select the desired boxes or files from the list they will appear underlined 9 Click on the OK button 10 Add more articles by repeating steps 6 7 and 8 11 Delete items from the list by selecting them and clicking on the Delete button 12 Search for items by clicking on the Search button and proceeding as described 125 in the Searching for boxes or files rubric 13 Click on t
265. ss restrictions of modules departments and delivery addresses All organizations use their own terms in accordance to their own activities and clients activities that is why the software terminology should be modified consequently Every action every report every list sorted from the system can then be read easily by any member of the organization In the same way it is essential to clearly identify departments and sub departments document types source locations internal locations etc The following scheme summarizes all parameters that should be defined in order to set up the system properly 2007 DocuData Software Corporation System overview 25 Define the user groups Define the system parameters Define the departments and sub departments Define the authorized users Define the customer informations Define the document types of the retention schedule Adapt the software s terminology to organization needs Define the internal locations Define the documents source locations Legend The boxes represent the procedures ine continuous arrows represent a requiered execution order the domed arrows represent a suggested order and the absence of arrows means that a procedure can be Gone in any order 3 4 Tasks related to inventory Inventory control is at the core of this record management system That is why it is possible to determine at any given time the state of a d
266. stroyed Disposal Action that will be applied to a document at the end of its life The disposal modes are managed by the document types Disposal CONFIDENTIAL Documents of this mode will be destroyed in a confidential manner Disposal mode of Manner in which a document will be disposed of The disposal modes are controlled by the document types Disposal NON CONFIDENTIAL Documents of this mode will not be destroyed in a confidential way Disposal NONE A disposal mode has not yet being determined for documents Disposal PERMANENT Documents of this mode will never be destroyed Disposal REVISION Documents of this mode will be placed on a list so that they can go through a special verification before being destroyed Disposal SAMPLE Documents of this mode will be placed on a list so that you can extract samples and destroy the remaining items Disposal SEND TO DEPOT Two possible situations 1 The active documents of this mode will be transformed into semi active documents and sent 2007 DocuData Software Corporation Glossary 231 to the storage facility 2 Semi active documents of this mode will generally be sent to the permanent archiving facility Document active This is a document that is either still in progress or that is being accessed frequently Active documents are generally stored within an organization s storage facility not at an off site records center Doc
267. t lt gt gt like not like between not between in list not in list blank not blank and enter a value AutoSearch Check off the AutoSearch checkbox if you want the search criteria to appear in the preview tab of the report Mandatory Check off the Mandatory checkbox if you want the search criteria to be a mandatory step before the generation or the preview of the report takes place Sort This tab is used to determine the sorting order of a report Adding a sorting criterion to a report Select a field in the list at the top it will automatically be added to the bottom list The report will be grouped according to the fields selected EX If you want a report to be sorted by customer by department and then by owner you would select CustNo MainDeptNo and BoxOwner in this exact order in the top window If one changes the order of the selected fields BoxOwner MainDeptNo Custno it would mean that the boxes on the report would be sorted first by owner then by department and finally by customer Note When using groups in your report make sure that the sorting order and the order of the groups is the same If itis not then the report will not sort the data properly Desc z a Check off the Desc z a checkbox if you want the data to be sorted in a manner contrary to the alphabetical order SQL This tab allows one to see copy and edit if necessary the SQL statement that is at the basis of the re
268. t Integrity No Restriction Integrity No Default OCR Language g Default Box Volume 1 20 Position of Extra Fields Bottom Unique file number N Thermal Printer No Automatic box number No Default box number length 5 Automatic file number No Default file number length 5 File Volume Width 0 5 2 2 Fields Customer Information Name Name of the organization Customer Key Identification code at the off site record center Address City Province Postal Code Telephone Ext Fax Contact information of the organization 2007 DocuData Software Corporation 56 EDC Client 5 13 User Manual Replication Indicates if records are linked and updated on a daily basis with an off site record center Force Passwords Indicates if users must have a password in order to access the EDC software Note The field Force Password in the Authorized User module has no effect when this field s value is Yes Language Choice field containing organization s preferred language Indicates the language used to communicate with the off site record center This language will also be used to produce reports Lock List Items Choice field containing Yes or No When its value is Yes the state of the items on a disposal transfer or deletion list is changed to ON DISPOSAL ON TRANSFER or ON DELETION depending on the list at the time the items are placed on a list this means that those items will not be a
269. t module under the Document number field FileDDNo File RC number associated to the document which can be seen in the Document module under the File RC field Description Document description CreationDate Creation Date Owner Owner MainDeptNo EDC generated department number SubDeptNo EDC generated sub department number File Module File Description This table stores most of the information contained in the File module Important Fields AccessLevel Access level of the file Activity See the Activity Codes 228 topics BoxDDNo RC number of the box CustBoxNo Box number CustFileNo File number CustNo EDC generated customer number which can be seen in the Customer Information module under the System field Description Description DestDate Destruction date DestType Destruction type see the Activity Codes 228 topic DocTypeNo Document type number given by the system EndDate End date EntryDate Entry date FileDDNo RC number of the file FileOwner File owner MainDeptNo Department number given by the system OldCustFileNo Old file number RangeFrom Range from field RangeTo Range to field ShelfLocationNo EDC generated shelf location number which can be seen in the Shelf location module under the System field SourceLoc Source location StartDate Start Date 2007 DocuData Software Corporation 224 EDC Client 5 13 User Manual SubDeptNo
270. t report 3 The report will be automatically be printed or displayed on the screen Note It is possible to produce a report containing inactive users and to sort it by department or alphabetical order Printing an authorized user label 1 Click on Management Authorized User from the Main window 2 Click on Find gt Find and enter the user s family name 3 Press the Accept button and the system will display the user or any other one having a similar family name In this case use arrows from the button bar to view other users 4 Click on File 2Print Thermal Label 5 The user s label will automatically be printed User Group Overview User Group This module allows to create or edit user groups as well as view or print information about them ex access rights This operation will speed up the creation of new authorized users with similar access privileges simply include them in a group and they will have its access rights did Available report e list of user groups Fields 45 see the next section Tasks 2007 DocuData Software Corporation EDC software management 45 e Adding or editing user groups 451 e Defining the access rights of user groups 46 e Copying and adding a user group e Deleting user groups 461 e Viewing or printing a list of user groups 4e Module s window User Group DEMO A Client Demo A Inl x File Find Edt Help G3 Gd ad d 63 E33 Name H Name Supervisor
271. tem Information from the Main Window 2 Click on the Edit button 3 Enter the information in the appropriate fields 4 Click on the Accept button Editing Label Templates These label templates are the ones used by EDC when printing thermal labels on thermal printers that use Windows printer drivers This allows you to customize every thermal label template used by the system 1 Click on Management System Information from the Main window 2 Click on Edit gt Label Templates A window appears 2007 DocuData Software Corporation EDC software management 53 S Label Templates Inhouse Location Recipient 3 Select the template and double click on it or press Edit The template will appear in a window similar to the SQL Heport module Here is an example Desin Preview s Azguaute d Au9 fAuial i Stat Date End Date 1234 abce The information can be deleted modified size or text format or moved For more detailed information concerning the modification of label templates see the Working with the design tabl140 topic 4 When all the changes have been performed close the window The system will prompt you to save the changes To save the changes press Yes to cancel your modifications press No and to make more modifications press Cancel 5 If you have no more templates to edit press OK If you want to modify other templates repeat steps 1 to 4 4 6 8 View and unlock locked o
272. tem set simply select an item set in the drop down list or add a new set manually by entering a description Note It is possible to associate the files of a box to different sets even if none of these sets is the same as the box set When a file is ordered in a box and the box is not granted to the same set only that file and the other files of the same set are added to the order Nevertheless when a box is ordered all the files into that box are ordered indiscriminately Extra fields File module only These fields can be added and defined in the Customer Information module see Editing or Adding fields for files 68 One can also specify their position 57 in the same module 6 2 3 Adding a box or a file to the active inventory Click on Inventory Box File from the Main window Click on Edit gt Add In House Fill in the appropriate fields the fields in red are required fields Click on the Accept button Repeat steps 3 and 4 as often as necessary Click on the Cancel button to terminate the data entry Print bar code labels for newly added documents see Printing bar code labels for boxes or files 96 NO ohOND There is another way to add active documents to the inventory From the Box and File Maintenance module it is actually possible to auto create printed files see Auto create printed files 176 The auto creation of printed files adds files in the inventory for which the state is PRINTED These files can th
273. tems they will appear highlighted and click on the Accept button 7 The system goes back to the window displayed in 2 all the selected items are on the list It is possible to add new items by repeating steps 4 to 6 or to delete items by selecting items they will appear highlighted and by clicking on the Delete button 8 Click on the Accept button to start the printing In the Box module a window appears and asks if labels for files also have to be printed 9 Adialog box is displayed to select the first label see the following image Enter a number and click on the Accept button Note Typical page of Avery labels used to print box or file labels The numbers indicate the printing order of the labels See the list of supported Avery labels 617 in the rubric Defining custom labels for boxes and files 10 The labels are automatically printed Note To print labels for documents entered in the system for a specific period make a search for those dates by clicking on the Find button of the window displayed in 3 and select the desired items in the list of found items 2007 DocuData Software Corporation 98 EDC Client 5 13 User Manual 6 2 12 Printing the thermal label of a box or a file 1 Click on Inventory Box File from the Main window 2 Search for the desired item 3 Click on File gt Print Thermal Labels F7 4 The label will automatically be printed 6 2 13 Reactivating a box or a file to the activ
274. ter to recover its CREATED state 7 Print the list by clicking on File gt Print report press the YES button of the dialog box in order to specify that it is an authorization list and send the list to the off site record center 8 The record center will transfer the items on the list after having received the authorized list The state of the list will be changed to TRANFERED The state of each document on the list will be changed to TRANSFERED 6 10 4 Deleting a transfer list 1 Click on Inventory gt Transfer List from the Main window 2 Click on File gt Delete List 3 Aconfirmation message appears Delete the current list 4 Press Yes to delete the list No or Cancel to abort the operation Note The list can only be deleted when its state is CREATED 6 10 5 Viewing items on a transfer list 1 Click on Inventory Transfer List from the Main window 2 Select the list for which the items have to be viewed 3 Click on View Items 6 10 6 Viewing notes on a transfer list 1 Click on Inventory Transfer List from the Main window 2 Select the list for which the notes have to be viewed 3 Click on View gt Notes 6 10 7 Viewing or printing the list of documents to be transferred 1 Click on Inventory Transfer List from the Main window 2 Select the list for which a report must be produced 3 Click on File gt View Report Print Report Note The software asks if the report has to be produced for authorization when the
275. ternal locations 1 Click on Inventory Internal Location from the Main window 2 Find the location to be deleted 3 Click on the Delete button and confirm the operation Note In order to be deleted an internal location must be empty otherwise the system will not proceed and an error message will be displayed 6 6 5 Viewing or printing a list of internal locations and their status 1 Click on Customer Internal Location from the Main window 2 Click on File View Report Print Report A dialog box appears 3 Only locations not full 3 Click on the Yes or No button depending on the report to be produced A window is displayed 2007 DocuData Software Corporation 150 EDC Client 5 13 User Manual Enter Location Range xi From 4 Enter the location range to include in the report and press OK 6 6 6 Printing an internal location label 1 Click on Customer Internal Location from the Main window 2 Find the wanted location 3 Click on File gt Print Thermal Label 4 The thermal label for the specific location will automatically be printed 6 7 Activity Report 6 7 14 Overview Activity Report This module allows to view or print activity reports for boxes or files and overdue memos for boxes and files that are out for a specific time period Available reports activity of all boxes or files for a specific period activity of boxes and files from a department for a specific period overdue memo
276. the System field AddrLine1 First line of the address AddrLine2 Second line of the address City City State State or province PostalCode Postal code Country Country ContactName Name ContactPhoneNo Phone number ContactFax Fax ContactPhoneExt Phone extension PercentSurcharge Percent surcharge Active Boolean FieldType the values must be or NoChargeRegDelivery Boolean FieldType the values must be or DailyReturn Boolean FieldType the values must be or DailyReturnQuty Daily return quantity Department Module Department Description This table stores most of the information viewable in the Department module Important Fields Coordinator Coordinator CoordinatorAddr Address of the coordinator 2007 DocuData Software Corporation Appendix 223 CustNo EDC generated customer number which can be seen in the Customer Information module under the System field Description Department description MainDeptName Name MainDeptNo EDC generated department number Supervisor Supervisor SupervisorAddr Address of the supervisor Document Module Document Description This table stores most of the information viewable in the Document module Important Fields CustNo EDC generated customer number which can be seen in the Customer Information module under the System field DocumentNo EDC generated document number which can be seen in the Documen
277. the data file or to specify something in particular for a field press on the Options button A window appears Pad left Length cne Pad right Length p Char Uppercase r Lowercase L Add prefix Add suffix Remove rightmost Count po Delete Position p Count p Insert Position p String v Insert if notempty Position NN String I Replace Old value New value Replace at position Old value z New value Position 0 Date Mask fwyimmidd Epoch feo Time Mask Ihh mm ss e Pad left The field s value will be padded to the left with char for a total length of Length If Length is smaller than the length of the field value the field value will not change Length This specifies the length of the value after adding a char Char The character that will appear at the left of the value Ex If a field s value is 6 after a Pad Left operation with Length 4 and Char 0 it will become 0006 Pad right Similar to Pad Left but the padding is added to the right The field s value will be padded to the right with char for a total length of Length If Length is smaller than the length of the field value the field value will not change Length This specifies the length of the value after adding a char Char The character that will appear at the right of the value Ex If a field s value is 6 after a Pad Left operation with Length 4 and Char 0 it will become 6000 Uppercase
278. the left table but discards the unmatched rows from the right table Right Outer Join It preserves the unmatched rows from the right table but discards the unmatched rows from the left table Fields see also Tables 217 This tab shows all the fields available at the top and all the fields that are used in the report at the bottom To add a field to a report double click on it s name in the list at the top and it should appear in the list at the bottom To remove a field from a report double click on it s name in the list at the bottom and it should disappear from the list Calculations This tab allows the addition of calculated fields to the report ex sum count average maximum minimum expression 2007 DocuData Software Corporation 146 EDC Client 5 13 User Manual Adding a normal calculation Select a field in the list at the top it will automatically be added to the bottom list and select a function in the drop down list of the Function column ex sum count avg min max Sum This calculation will do the sum of the selected field Count This calculation will do the count of the selected field Avg This calculation will do the average of the selected field Min This calculation will show the minimum value of the selected field Max This calculation will show the maximum value of the selected field Adding an expression Select a field in the list at the top it will automatically
279. the report must be printed Click on the Yes button if so desired A window opens then on the screen Verification x Department Document Type Destruction Date v OK Check of the options information which will appear on the report and click on the OK button The system automatically prints or displays the report 2007 DocuData Software Corporation 176 EDC Client 5 13 User Manual 5 Click on the Close button to end the viewing 6 12 5 Auto creating printed files 1 Click on Inventory gt Box and File Maintenance from the Main window 2 Click on File gt Auto create PRINTED files A dialog box appears Number of files X Cancel 3 Enter a number of files to create and click on the OK button A window is displayed Enter Department Type jorx Department LL Type Help JS OK X Cancel 4 Click on the drop down button to the right of each fields to select a department and a document type in the lists that are displayed on the screen then click on the Accept button 5 A window appears Select a file label format in the list it will appear highlighted and press OK 6 A window appears X OK X Cancel 7 Enter a number to specify the location of the first label on the printed page Note The label s format is predefined in the Customer Information module see Defining custom labels for boxes and files et Some print options can be modified by click
280. them will be entered in this program REMO32 EXE This is the main application that starts EDC Client THERMALPRINTSERVER EXE Program that allows configuring in DcSetp32 EXE a thermal printer that is installed on a specific machine identified by an IP address UPDATE EXE This application is used when updating the software 8 2 Tables This topic deals with the major tables used by EDC This will be useful especially if you start working with more advanced reports Definition A table is the basic unit of storage in a database management system It represents entities and relationships and consists of one or more units of information rows each of which contains the same kinds of values columns Each column is given a column name a datatype and a width The values found in the tables are the values found in the software 2007 DocuData Software Corporation 218 EDC Client 5 13 User Manual SQL statement T Pervasive SQL Data Manager DOCO1 EDC RC Ele Edit view Tools Help Gel es Column Status CustNo 0 E 8 Elst Alo SELECT FROM Alt Box File DDNo T gt we Ele e Label LabelType BarCodeLabe Wf ille Grid Results Row Description Access Log Module Access Log Description This table keeps track of all the sessions opened in EDC user date and time etc Important Fields 110
281. think to reconfigure the PDTs anytime a system information is modified 1 Click on Management gt System Information from the Main window 2 Click on File gt Configure PDT A dialog box appears Information 3 As recommended prepare the PDT to receive the data by pressing 1 Receive on the terminal Press OK in the dialog box As soon as the transfer is complete the PDT is ready to process any operation picking returns refiling etc Purging the Error Log Purging the error log is a maintenance operation that can be performed every two or three months or more to reduce the amount of information to sort through when an error must be consulted for problem solving Usually the error log is used by IT personnel to make sure everything is working properly thus the purge enables them to easily track recurring problems and to report them to their record center 1 Click on Management gt System Information from the Main Window 2 Click on File gt Purge Error Log A window appears 3 Enter a date range for which you want the purge to be performed and press OK AII the data contained in the error log within this date range will be deleted from the file The changes will be noticeable if the error log is consulted Main window gt Help gt View Error Log Editing the system information In order to know what parameters can be configured consult the field descriptions of the System Information module 1 Click on Management gt Sys
282. tton For files specify if they must be added by description enter a number or description select the desired items they will appear 2007 DocuData Software Corporation Inventory management 131 highlighted and click on the Accept button e To delete items select the desired items and click on the Delete button 4 Click on the Accept button 6 3 4 Viewing or printing search results Perform a box or file search see Searching for boxes or files h29 Click on File View Report Print Report Files Boxes Select one of the following sort criteria from the menu Qn By Number By Description By Entry Date By Destruction Date By Start Date By End Date By old box number only for boxes By Owner By Source Location only for boxes By Field 1 By Field 2 By Field 3 4 The report will be printed or displayed soon after accordingly with the sort criteria previously selected 6 4 Full Text Search 6 4 4 Overview Full Text Search This module allows to find boxes files electronic documents or scanned documents rapidly by searching in all the recorded information The search results can be printed ooo Available reports e list of boxes found e list of files found e list of images found e list of documents found Search options 32 see the next section Tasks e Searching for boxes files and images 125 e Viewing or printing search results 134 e Setting up EDC for full text
283. ueilesuinknisnsLcs iunii 217 3 ACUI CodeS 228 4 Detining a mask reet nie eer AENEA RAEAN ERNEA Patre Due EEA i 229 Part IX Glossary 229 4 Deflinitions oerte ek catty acticin es eee reote eect cee ae dente rx eut dec ee venus ee chnued es daceues eee uei irse IRE 229 2007 DocuData Software Corporation 10 EDC Client 5 13 User Manual 1 Welcome 1 1 Introduction Welcome to DocuData s EDC software the complete solution to record management The EDC software client version was created to control from the workstation the inventory of in house and off site boxes and files There are several editions of EDC each of them takes care of various record management aspects Following is a brief description of the different editions and the icons representing them m Semi active boxes only edition SB allows the management of boxes that are stored at an off site record center Semi active edition SBF includes the semi active boxes only edition and also allows the management of files that are stored at an off site record center e Active edition SA includes the semi active edition and also allows the management of internal documents ae Imaging edition SAI includes the active edition and allows the scanning of documents as well as the management of all sorts of documents EDM edition SAE
284. uired information Click on the Accept button Repeat steps 3 and 4 as often as necessary Click on the Cancel button to terminate the data entry oahAh 2007 DocuData Software Corporation Inventory management 93 Take note that an electronic file cannot be ordered it can only be managed 6 2 6 Batch adding files to the inventory This option only available in the File module allows to add a batch of files to the inventory with the same operation 1 Click on Inventory gt File from the Main window 2 Click on Edit gt Batch Addition A window appears and asks to choose a customer 3 Enter the code of the customer in question and press OK Another window is displayed BEES jo xi Required Double Ei E 7x Note When the double entry check box is selected beside a field one will have to enter the data twice in each field that is required 4 Check off the file fields for which a value must be entered and press OK A third window opens on the screen Enter Department Type Of x Deparment M s Type isi 7 Help wv OK X Cancel 5 Enter a department and document type for the new files use the choice buttons to choose a value in the list then click on the OK button A dialog box appears 2007 DocuData Software Corporation 94 EDC Client 5 13 User Manual 2 Are the labels pre printed i No Cancel 6 Ifthe files have already been created
285. ument semi active A document that is no longer in progress and is not being accessed frequently Hence it is cost efficient to store semi active documents at an off site records center Field Reserved zone of an entry form that can contain a specific information such as an entry date or a box description Field alphanumeric and numeric The most common Simply type the required information in the field A numeric field can contain only numbers while an alphanumeric field can contain both numbers and letters Field choice field Only a limited set of choices may be entered in the field Press the space bar or click on the choice button to the right of the field to select the next possible value Field drop down This field is like numeric and alphanumeric field but only values located on a list can be entered in the field A pop up list of the valid values is accessible by clicking on the drop down button located to the right of the field Field optional Field that can remain empty Field required Field on an entry form which must not be left blank An entry form can only be confirmed if all required fields are completed Field unique Field on an entry form which cannot have duplicate values For example the box number is a unique field so it is not possible to enter a new box having the same number as a box currently in the inventory History History of the activities of a box or file Index Fields by which a list or
286. uments that are out e Tracking the movement of semi active documents when the offsite record center does not use EDC 200 Module s window 2007 DocuData Software Corporation Order processing 195 Circulation jor Fie Crcusion Help Pick kets Bete Lists Upload efies moves from POT Upload check out from PDT View activity errors 95 EDC CubBkSp X Ee AISFA 7 2 2 Viewing or printing picking lists and refiling lists 1 Click on Orders gt Circulation from the Main window 2 Click on File gt Pick Lists Refile Lists A window appears and asks to enter a date 3 Enter the desired date and click on the OK button 7 2 8 Using the PDT Build to collect display and communicate data the PDT is used in most of the operations Two PDT models are supported by EDC the PDT 3100 by Symbol and the PHL 2700 by Opticon Designed to offer outstanding on the job scanning performance the PDT is the essential tool for data processing with bar code reading Connected to EDC the PDT significantly increases the capacity of an organization to update the inventory to real time and to even track the smallest move of each document Note For each operation performed with a PDT a personal bar code must be scanned with the device in order to clearly identify the employee see the Fields section of the Employee module Useful keys e CLR F7 Return to current menu e 0 ENTER Return to main menu
287. understanding the software Here is a description of a few of them Appendix 2007 DocuData Software Corporation Welcome 15 This chapter includes graphics of different workflows a list of related EDC applications and a list of activity codes that are useful when creating reports Glossary This chapter includes a few useful definitions of terms used in the software as well as a page reference for each term Using keywords Depending on which type of help file you are consulting the use of keywords will be different Printed version In the case of the printed version the Glossary will be the main reference for keywords The glossary is in alphabetical order and gives a reference page for each term Adobe PDF file In the case of the PDF version the Glossary will be the main reference for keywords The search engine particular to Acrobat Reader may also be a good way to find the desired topics Winhelp In the case of Winhelp the ndex or even the Find tab will enable you to look for desired keywords and find their related topics The Glossary will also be available but the keyword search is often more efficient 2 General concepts 2 1 Elements of a typical window Title bar The title bar indicates the name of the window Every module appears in its own window Menu bar The menu bar allows to activate the software s operations Every word represents a menu A menu gives access to various menu or su
288. update SS OONDORWND means No 2007 DocuData Software Corporation Appendix 229 8 4 Defining a mask When a field has a mask some information must be entered according to the criteria defined by the mask Most masks are defined in the Customer Information module 5 Mask criteria Regular mask e X any character e I any character forced to upper case e L any character forced to lower case e x any character first letter of a word forced to upper case e a alphas and and and e A alphas and and and forced to upper case e alphas and and and forced to lower case e 1 numbers only no spaces e 9 numbers and spaces only e i numbers and spaces and e numbers and spaces and and Example A field with the mask 999 will accept the following values of three characters 345 84 and 0 0 It will not accept the following values 4 6 4 6 4 6 ert er4 and E 4 Date mask Value Result mm dd yyyy 01 09 1998 yyyy mm dd 1998 01 09 9 Glossary 9 1 Definitions Access level The access level is used to prevent unauthorized users from editing or ordering boxes or files with a restricted access When editing the field the user can only assign a value less than or equal to his own level If the access level of a user is less than the box or file access level the user is not allowed to edit or order it Bar
289. users In this module it will be possible to configure and customize the different reports edit different templates define the default language Most importantly it will specify the type of conservation policy the different masks used in the software and the different integrity settings Fields 557 see the next section Tasks 2007 DocuData Software Corporation Corporate information management 55 Defining the main parameters for record management se Creating deleting and configuring custom reports 581 Editing overdue memo templates 60 gt Editing deletion notice templates eo Editing lost file notice templates 6 Defining the mask for internal locations 617 Defining custom labels for boxes and files 61 Defining the signing officer e3 Viewing or editing the default order user e Defining an OCR template 651 Editing fields for boxes e7 Editing or adding fields for files e Module s window 1 Customer Information LLL Fie View Edt Report Help eu Client Demoa ss i O OC Customer Key DEMO A Address 1 Sherbrooke ouest ssts S Sute3300 Postal Code H3A 281 Telephone 514 555 1122 gk ER 515552031 Replication Yes Force Passwords No Language English Lock List Items No Retention Document Types by department No Range Mask Location Mask Type Integrity No Disposal Date WtegiyNo Departmen
290. uthorized User module This module allows the management of user groups and their access rights English and French Text module This module allows modifying consulting or printing the text from the system s terminology The terms used by the software can be modified for each organization to reflect its internal terminology 2007 DocuData Software Corporation 32 EDC Client 5 13 User Manual R Access Log module This module indicates the names of the people that have had access to the system and the ones that are using it at the moment System Information module This module presents configuration system parameters ex the mask for the date field used everywhere in the system or the imaging parameters 3 10 Modules associated with customer management Customer Information module This module allows to edit or view the information and the configuration parameters of the organization ex the default language used in the software Source Location module This module allows to manage the information about the different source locations of the organization These information are mostly used to indicate the source of boxes before they were sent to the off site record center Eug m Department module This module allows to manage the departments and sub departments of the organization gi 3 Retention Schedule module This module allows to consult and create document types in the retention schedule fo
291. utton All the boxes and files that correspond to the entered criteria are automatical the window opened in 3 ly added to the selection They will appear in e Toremove an item from the selection select it and click on the Delete button e To include only certain boxes or files from the list and check the field called Only Selected select the boxes and files you want to add e To add only the boxes to the order instead of all the files check the field called Order boxes 10 Click on the Accept button to confirm the addition of all the items to the order The available files are added to the order and a message appears for each rejected item indicating the 2007 DocuData Software Corporation Order processing 211 reason of the reject item not IN insufficient access rights of the user etc 7 3 8 Viewing the delivery address of the selected order request The address of the ordered item can be displayed This address has been entered in the system by the off site record center 1 Click on Orders gt Order from the Main window 2 Select the desired item 20 3 Click on View gt Delivery Address 7 3 9 Viewing or printing report for all orders or rejected ones 1 Click on Orders gt Order from the Main window 2 Click on File View Report Print Report gt All Rejected 7 4 Non Track File 7 4 4 Overview Non Track File The files that are not inventoried can be ordered like any other ones a
292. ver or network How to configure EDCView 1 Access the DC CFG file by running the program called DC SETP32 EXE This file is situated in the BIN directory of EDC A window appears 2007 DocuData Software Corporation Inventory management 113 Database directory Update directory UPDATE El Temporary file directory TEMP Ex c Direct Serial Printer Label Printer Datamax Prodigy Max Port COM1 T High Speed c Windows Printer Driver shma Wand Port cov2 sj Building vH r Keep Open After Logout EDM Viewer C EDC EDCCLRTBINEdcView exe config file c EDC EDCCLRTIBIN Ede View ini _ k X Cancel 2 Click on the browse button at the right of the EDM Viewer field Select the wanted executable file this file type always ends with exe and press OK In the case of the example above EDCView exe was selected 3 Click on the browse button at the right of the Config file field Select the wanted configuration file this file type always ends with ini and press OK In the case of the example above EDCView ini was selected 4 Press OK when all the files have been selected Note Other third party viewers can also be used to view different file types within EDM They must be configured along the same lines the executable must be specified along with the configuration file The set up of the configuration file might be different from one viewer to another It
293. with global fields update 175 Version 4 50 12 3926 List of inactive in house files for a location range 5 Version 4 50 14 4078 Image import from third party scanning software 1921 Version 4 50 15 4105 Allow batch full text indexing by RC number range Ima Version 4 50 17 4134 Allow batch full text indexing by RC number range 102 Version 4 50 18 4180 Allow batch addition of IN TRANSIT files in IN boxes 937 Version 4 50 25 4367 Simple user interface option to speed up on Terminal Server or Citrix 30 4336 Increase phone extension from 4 to 6 characters Version 4 50 26 4386 Ability to let a user log out from EDC RC while keeping the program loaded this option is available in the configuration file DC CFG 4428 Allow unlocking operations 531 Version 4 50 27 4466 Allow emailing images as PDF files 12h 4482 Open the Box File or Document module from the Full Text Search IE Version 4 50 30 4534 Add Search and Replace option in generic import Version 4 50 33 4649 Customer option for Start Date End Date validation 58 Version 4 50 34 4676 Allow sorting file selection form by box number Version 4 50 35 2007 DocuData Software Corporation System overview 37 4687 Fields update for files 170 Version 4 50 37 4735 Add an Open module button in the generic selection form Version 5 01 00 4860 Provide error feedback when replication fails 193 Version 5 00 01 4785 Al
294. x Module Box Description This table stores most of the information contained in the Box module Important Fields AccessLevel Access level of the box Activity See the Activity Codes 29 topics BoxDDNo RC number of the box BoxOwner Owner of the box CustBoxNo Box number Description Description DestDate Destruction date DestType Destruction type see the Activity Codes 228 topic DocTypeNo Document type number given by the system EndDate End date InVault Boolean FieldType the values must be or specifying if the box is in the vault Location Box location MainDeptNo Department number given by the system OldCustBoxNo Old box number RangeFrom Range from field RangeTo Range to field SourceLoc Source location field StartDate Start Date SubDeptNo Sub department number given by the system UserField1 Field 1 UserField2 Field 2 UserField3 Field 3 UserField4 Field 4 UserField5 Field 5 UserField6 Field 6 WithdrawalDate Withdrawal date Box History Module Box Description This table stores all the information viewable in the Box module when pressing on F3 or when clicking on View gt History Important Fields Activity See the Activity codes 228 topic CustNo EDC generated customer number which can be seen in the Customer Information module under the System field DDNo RC number of the box HxDate Date of the modification HxTime Time of the
295. x and or files of a customer if needed Here s how you proceed 1 Go to the Customer Information module and go File gt Export Boxes Export Files like so 2007 DocuData Software Corporation 72 EDC Client 5 13 User Manual 1 Customer Information File View Edit Report Help 3 Next you are asked to choose the level of information which fields you need exported You can choose from some already made reports as shown below or create a new one with the Add button 2007 DocuData Software Corporation Corporate information management 73 DETAILLE SIMPLE i Add Delete By default 4 Once you have chosen which fields to export EDC asks you if you want to export all items or just some Confirm All Boxes p sZ Confirm 5 Then you need to choose to which directory you wish to export the data to and also are asked about some other export options 2007 DocuData Software Corporation 74 EDC Client 5 13 User Manual 5 3 5 3 1 Export Boxes Export Directory Maximum records file 0 unlimited Split departments in separate files M Column Headers Carriage return line feed options C No change C Replace by n Replace with space Note The Carriage return line feed options are usually alright as they are and pertain mostly to NOTES when viewed through excel or imported to another system
296. yed and deleted files from the file field of the box module Version 5 02 13 6464 Support Avery format 05972 Version 5 02 14 6468 Support Avery Laser labels for A4 paper sizes 6471 Allow adding editing files in the IN state with the file batch addition feature 6508 Add avery format L7169 Version 5 02 15 6513 Add ability to edit ReportBuilder style labels 5 Version 5 02 17 6650 Allow removal of recipient s 215 with out items Version 5 02 24 6793 Add ability to add files in the Electronic state 92 Version 5 02 27 6892 Integrate EDCView 1 21 with file module 2007 DocuData Software Corporation EDC software management 39 4 EDC software management 4 1 Outline Management In order to use the software intelligently you must go through a few easy steps to customize the software to your needs The reason being that the more reflective of your company the software will be the more efficient a tool it will become These are the major steps to go through to make this possible Create user groups 44 that will define the different rights of the users Create authorized users 39 Set up the System information 507 Set up the Customer information 541 Create departments 7e and sub departments Create document types 79 that will define the retention of items Create internal locations 147 Create source locations 7 Edit the terminology 4 of the software to fit your needs 4

EDC Client 5.13 User Manual

Contents

Download Pdf Manuals

Related Search

Related Contents