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EDC RCWeb 5.50 User Manual

1. Login Name Adding users To add a new user you simply fill the Add New User form and press the Add New User button when done like so RCWeb 5 18 00 DEMO http localhost 8080 rcweb main_frm jsp t Home Inventory My Cart Labels Report Holidays User Add New User Name Doe First Name John Login Name jd Add New User When the user gets added you ll see a message like so 2009 DocuData Software Corporation 66 EDC RCWeb 5 50 User Manual The page at http localhost 6080 says mE P The modifications have been saved Editing an existing user To edit an existing user you fist have to search which user to edit When the user is found its details will be shown like in the picture below 2009 DocuData Software Corporation Configuration Tab Find and Edit User Info Login Name User Login Name DEMO Name Smith First Name John Telephone 514 555 1216 Email erickp docudatasoft Language English Active Yes Change Password Groups Inventory Orders Supervisor Department All None Partial Delivery Address All None Partial Update At this point all you have to do is make the appropriate modifications and click the Update button when done This concludes the section on Users 2009 DocuData Software Corporation 68 EDC RCWeb 5 50 User Manual 8 4 Holidays Viewing and managing holidays in RCWeb is very straightfo
2. 3 This will bring you down the page to the images section Images This file contains 3 images Documents 3 o 0 0 Pages fi to B Preview images View as TIFF 4 Enter an interval of images in the fields and click on the Preview images button 2009 DocuData Software Corporation EDC RCWeb 5 50 User Manual Images This file contains 3 images Documents Pages 7 to B gt Preview images View as PDF View as TIFF Import Images Please select a zoom size and click on the image you wish to view docudafla Direct access Total control 5 Select a zoom value and click on an image to view it It will appear in a new window You can also view these as PDF or TIFF format by pressing the appropriate button 2009 DocuData Software Corporation Inventory Tab 3 6 2 Indexing Multi Page Images Multi Page images can now be indexed as documents for easier searching and sorting Images This file contains 35 images Documents e D o Pages to 35 Preview images View as PDF View as TIFF Import Images For example as in the picture above let s say that my current file contains 35 images or 35 pages of image can now index groups of pages together using the following buttons Used to ADD an index Used to EDIT an existing index Used to DELETE an existing index Let s index the first 5 pages as an example 1 Click on the green butt
3. Number of results per page Default Update As you can see the options are pretty straight forward You simply put the fields you need in the selected area for both boxes and files by using the arrows You can also choose the order of the fields with the up and down arrows Note that the default number of results per page is 10 Here is a picture that explains what these options modify 2009 DocuData Software Corporation EDC RCWeb 5 50 User Manual ld Inventory My Cart Labels Report Holidays User Options Help Q B m lt Position of the search result is set to LEFT Item Type pox Status SELECTED RC Number 204956 Old Number ood Entry Date 2008 04 21 es Withdrawal Date This concludes the section on Options If you have any comments or questions on this manual please write to support docudatasoft com DocuData Software 2009 DocuData Software Corporation
4. Status IN Ed e Q RC Number 204956 Old Number Number 50 004 Status PRE ADD Entry Date 2008 04 21 Description Withdrawal Date e e Q Number 00004 Number 002 Description ST LAURENCE CIMENT Status PRE ADD Department INSURANCE FILES ACTIVE FILES NEW YORK Description Owner Start Date 1996 06 25 Fa e Q Box amp End Date 1996 06 30 Fs Number oo 003 sg Type 00111 INQUIRY Source SHERBROOKE Field 1 al an Field 2 Inventory Fields Description Note The field names and the number of fields on this page might differ from yours depending wether or not your record center modified the default layout and names If in doubt please ask your record center Field Descriptions ltem Type Read only field indicating if the item is a box or a file Status Read only field that can take values PRE ADD IN IN HOUSE SELECTED OUT TO DESTROY DESTROYED TO TRANSFER TRANSFERRED TO DELETE DELETED 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 RC Record Center Number Read only numeric field This field indicates the number unique automatically attributed to a box or a file It is used internally by the system for tracking purposes 2009 DocuData Software Corporation RS EDC RCWeb 5 50 User
5. n Direct access Total control EDC RCWeb 5 50 User Manual 2009 DocuData Software Corporation EDC RCWeb 5 50 User Manual 2009 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 May 2009 in Montreal QC Canada Publisher DocuData Software Corporation Technical Editors Erick Paquin Cover Designer Erick Paquin Production DocuData Software Corporation Contents 3 Table of Contents Part Introduction 9 1 ADOUE TAIS Cri emm 5 2 Obtaining a Username and Password cccconnnnnccconcnnnccan
6. Part V Disposal Tab 46 1 Disposal Tab EayOll tee oa t troie aaa a aaar aaas 46 2 Creating a New Disposal LISL di 47 3 Viewing Editing an Existing List eee sees eeee eere eene nennen 51 4 Searching For an Existing LiStocuin toot nares trainee nena Ceci er eo tax aue Rea iain tanen cientes 52 Part VI Labels Tab 93 1 How to Print Labels In HOWAOD ciiecics iacu ore eoa ue ocean eo oe aaen aeaa aaaea aaaea aaia 53 Part VII Report tab 99 1 How to Create Reports in RCWoeb sssssnssnnnnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnnm nnne nnn 55 2009 DocuData Software Corporation EDC RCWeb 5 50 User Manual Part VIII Configuration Tab 99 1 D partments PSP RE 59 2 Retention Schedules e is ns in nn ni 61 A A esI E I nn Er 65 7 FAG E 68 Part IX Options tab 69 T OPHONS OVOIVIOW ai ensesscasvwaseieeanseveanectecesseancensins 69 2009 DocuData Software Corporation Introduction 5 1 Introduction 1 1 About This Manual Welcome to all EDC RC Web users This manual is meant as a user reference to EDC RCWeb It will help you to perform your daily operations easily and efficiently wether it be for searching ordering viewing adding items printing labels or any other operation this manual will guide you through it Conventions used in this manual This manual was created for both online viewing and print When references to other topics are made throughout the ma
7. 2009 DocuData Software Corporation Disposal Tab 51 5 3 Viewing Editing an Existing List To view an existing disposal list simply enter the list number in the List Number field and click on the Load List button to view it If you don t know the list number you will have to search 21 the list instead RCWeb 5 50 00 DEMO A Client Demo A Windows Internet Explorer fa Inventory E My Cart IW Disposal M abels 0 m 7 E List Number User All users Status All Disposal Type fal y Authorized PE to PE Processed O to Pp E TT OO E DU DU E ER creer ES Gin gt 2009 DocuData Software Corporation EDC RCWeb 5 50 User Manual 5 4 Searching For an Existing List You can search disposal lists by using the different search criteria as seen in the picture below Alternatively if you already know the list number you are looking you can simply load 5 the list RCWeb 5 50 00 DEMO A Client Demo A Windows Internet Explorer List Number all users Status All Disposal Type All Authorized Ce T8 Processed Fa to Fa Search lists ee eee See Specifically you can Search lists created by the currently logged in user or all users Filter on different list status such as created locked authorized or destroyed Filter lists based on their disposal type Filter based on the authorized and or processed date range 2009 DocuData Softw
8. Gallery 22 http localhost 8080 rcweb PdfProcessor request fp X E Pager Safety Tools e Bla 4 gt AlO ola Ealo e Saka Arao n B a O Page 1 lt lt Destruction List DEMC A 00257 gt gt 2005 04 30 11 41 nn File Description Start Date zn e Data Disposal Disposal 1 md Naw L amp t amp 005 3 04 2007 08 04 Non Confiden Box These ara sample notes Total 1 I UNDERSTAND THAT ALL ELECTRONIC DOCUMENTS AND IMAGES CONTAINED WITHIN THESE RECORDS WILL SE DESTACYED AND LOST PERMANENTLY Tata Signing Officer Smith Jonn m IE 1 1 wlool ee s O15 Bu Eemne sssn Few les ES IET GE Unknown Zone Protected Mode Off a Zz From here you can print the report by using your browser s printing ability as shown in the picture above Note that once the list has been printed for authorization the list s state goes from created to locked and no more items can be added to the list see picture below You can remove items but not add any more If you wish to add more you can either delete the list before it gets authorized and start over or just put your new items on a new list List 257 Test List List Number 257 Status Locked Description Test List Disposal Type Non Confidential For Smith John Authorized Processed Number Status Description E jos fonbisposa Print for authorization Delete List
9. Number Files By RC Number Files By Field 1 Files By Description Items By Bar code Recipient Return Permanently Out O Then all you have to do is list the numbers or any other fields info on a line of its own in the area under the drop down Here also you can choose the standard options recipient return amp Permanently out if you wish 2009 DocuData Software Corporation EN EDC RCWeb 5 50 User Manual S Batch addition Boxes By Number Recipient Smith John Return d Permanently Out F Once you are satisfied with the items on your order you can specify your delivery options and submit your order to your record center Scenario 3 Ordering non inventoried files open shelf files onl Use this section if you want to add an open shelf file to your order which is not inventoried into the system yet It is assumed that you know personally that the file really exists When the order is processed at the record center if the file cannot be found it will simply be removed from inventory S Non Inv File File Number File Description File Field 1 Start Date EE End Date EE Recipient Permanently Out O Add Once you are satisfied with the items on your order you can specify your delivery options and submit your order to your record center Scenario 4 Ordering Imaged documents Imaging on demand 2009 DocuData Software Corporation My Cart tab 04 Y
10. TF TX VERIFICATION WORKING PAPERS 66 is 65 i 65 ii ii ii n ii i in iig iii BBOBOBBBBBBBBBEOD O LUC Here you can add edit and delete retention schedules Note You might not have the option to edit or delete retention schedules This will happen if Your company has a copy of DocuData s EDC ActiveFile Software installed and replicated with your record center Your user settings at the record center prevents you from editing retention schedules Adding and Editing Retention Schedules Whether you are adding a new retention schedule or editing an existing one the interface is the same for both Here s what it looks like 2009 DocuData Software Corporation EM EDC RCWeb 5 50 User Manual Tvpe English Description Spanish Description Retention Active Non Confidential Month s Semi active Non Confidential Month s Active F Classified C Legal Evaluation FO Financial Evaluation fo Restrictions M RESTRICTIONS From here you simply fill in the fields you need to and then press the Save button when done Here is a description of the fields you see on this screen Type This field indicates the name of the document type This value will appear in the drop down list associated with Type field of the boxes and files from the inventory modules English and Spanish Descriptions These fields give the English and Spanish descriptions of the document type Reten
11. have no email address configured in your account at the record center Once the email goes through you will receive it in your mailbox and it should look something similar to this L Inbox D 6 From Subject Y Date Today 0 info docudatasoft com RCWeb Reset Password RCWeb Reset Password info docudatasoft com sent Fri 18 04 2008 4 11 PM Te erickp docudatasoft com A Message E AVG certification txt 215 B Click here to reset vour password When you click on the link in the email you will be directed to a page on the web where you can choose a new password for yourself like so R initialisez mot de passe Reset Password Nouveau mot de passe New Password Confirmer mot de passe Confirm Password Soumettre Enter 2009 DocuData Software Corporation Introduction 9 Logging Out of RCWeb Once you re logged into RCWeb your screen will look like this RCWeb 5 50 00 DEMO A Client Demo A Windows Internet Explorer a Inventory H My Cart Disposal Labels Report Configuration Y Options y zo E gt 000 DocuData RCWeb 5 50 00 e record center usually will use this place to make special announcements available to its customers Announcement AS you can see you can also put images here Q docudafa Direct access Total control o_o a Au gt Z To log out simply click on the Quit button on the top right
12. it to the box and order at the same time by filing the necessary fields to identify it and click the add to order button to add it to your cart You repeat the same steps to keep adding items to your cart Once you are done adding items you can browse to the My Cart tab where you will find one line on your cart for each item that you placed The line will look similar to this 2009 DocuData Software Corporation My Cart tab KE Delete Item from cart here Edit recipient here Return Item to RC here Perm out item here Number Status Description Recipient Return Permanently Out aleli n gt Jaoseociamsrnes mm y From here you can fine tune some of the parameters like the recipient wether the item is to be returned to the record center or if you plan to keep it at your location indefinitely after delivery permanently out To delete an item from your cart simply press the red X on the left side of the cart Once you are satisfied with the items on your order you can specify your delivery options and submit your order 4 to your record center Scenario 2 Order via a batch addition Another quick way to place an order could be in the case where you already know either the Number RC Number Barcode Description or any other field indicated in the drop down menu like in the picture below e Batch addition Boxes By Number Boxes By Number Boxes By RC Number Boxes By Field 1 Boxes By Description Files By
13. like so List 257 Test List List Number 257 Status Created Description Test List Disposal Type Non Confidential For Smith John Authorized Processed Number Status Description Add boxes from work list Add boxes from text If you choose to create the list via the text source then you will have to choose by which kind of text field you wish to populate the list as seen in the picture below 2009 DocuData Software Corporation En EDC RCWeb 5 50 User Manual Create List Description Disposal Type Non Confidential Source Text Field Number Number RC Number Field 1 Bar code Text As you can see you can choose from 4 different fields to enter your data Box Number Box RC Number Field 1 Bar Code You can only populate your list with one type of field at any one time You cannot enter some data as Box Numbers and others as Bar Code for example When entering data in the Text field you HAVE to enter them one per line like so 148 149 as opposed to having them on the same line separated by commas for example like 148 149 Having them on the same line like this won t work If you choose the Auto Create method you will get a screen like this 2009 DocuData Software Corporation Disposal Tab NOS Create List Description O Disposal Type Non Confidential r Source auo Create m Date Poo ER to F8 Type All wi Department All All
14. so you can choose an image from your computer Just click on the Browse button in the dialog to choose an image from your computer and then click the Accept button when ready Import Images x File Name Browse After clicking on Accept you will also get a confirmation dialog like so The following file will be imported C Users erickp Desktop rose1 jpg Saved images will become permanent Continue Note This dialog is an important part of the import process because once an image is imported it cannot be deleted unless the whole file is destroyed on a disposal list 2009 DocuData Software Corporation Inventory Tab After clicking Yes on this dialog the image will be appended to the end of the image list So for example if you had 35 images in before importing a new one the newly imported image will be located at 36 2009 DocuData Software Corporation EDC RCWeb 5 50 User Manual 3 6 5 Scanning Images Into Files If you have a TWAIN compatible scanner setup on your computer you can scan images directly into files via RCWeb Note You need to have the Java Runtime Environment JRE installed on your local computer in order to use the image scanning feature of RCWeb The minimum version required is JRE 6 Update 10 although at the time of writing this manual they were already at version JRE 6 Update 13 Go to http java sun com to download the package or click here to access the download
15. the bottom of the window Note Keywords are particularly useful when using the Full Text Search options of the nventory module see Searching for a box or a file 217 2009 DocuData Software Corporation ELM EDC RCWeb 5 50 User Manual 3 5 Adding or Deleting a Box or File Adding a box or file 1 Click on the Inventory tab 2 Click on the Add box or Add File button 3 A new window appears 4 Enter the different information of your new box or file the fields in red are compulsory 5 Check the Aad to print list check box if you want to print the item s label 6 To simply view the item you just added select the Display the created item option in the drop down list To create another item after that select the Create another item option in the drop down list 7 When all the information has been entered click on the Add button at the bottom of the window Deleting a box or file 1 Search for a box or file to delete 2 Click on the Delete button at the bottom of the window Note The box or file must be in the PRE ADD state in order to be deleted 2009 DocuData Software Corporation Inventory Tab 25 3 6 Imaging Options 3 6 1 Viewing Images in a File 1 Search 2 for a file 2 Click on the Images icon from the tool bar Q le Item Type Status RC Number 800002037 Old Number Entry Date 2008 03 07 Withdrawal Date Note The number beside the icon defines the amount of images in the folder
16. to which department they belong to Box Sale Quantity Department Line Items The line items section is where the record center offers different items and or services than just box 2009 DocuData Software Corporation ES EDC RCWeb 5 50 User Manual and file retrievals Most likely these items services will be listed in here Line Items Batch Addition The batch addition section is where you can add many boxes and or files on the order at once So whatever criteria you choose to use make a batch addition all you have to do is make sure there is put one criteria per line In the case of numbers for example you would just enter one number per line as in O N etc sg Batch addition Boxes By Number bul Boxes By Number Boxes By RC Number Boxes By Field 1 Boxes By Description Files By Number Files By RC Number Files By Field 1 Files By Description Items Bv Bar code Recipient Smith John Return F Permanently Out L Delivery Here is where you choose which delivery type to use for your order and the address at which you want those items delivered You can enter some special instructions to your record center there also if you need to 2009 DocuData Software Corporation My Cart tab 39 Delivery Type Special Instructions 2009 DocuData Software Corporation 4 000000 EM EDC RCWeb 5 50 User Manual 4 2 Placing an Order to Your Record Ce
17. 4 Box 1J 109 204956 DEMO A 204960 Kkkkkk BOX Kkkkkkk Box 001 1E 109 204960 3 When you are ready to print your labels simply press on the Print button to start printing This concludes the section on label printing 2009 DocuData Software Corporation Labels Tab 55 7 Report tab 7 1 How to Create Reports in RCWeb The reports tab in RCWeb enables you to browse 4 types of reports Delivery slips scanned images Ordered items Box Inventory File Inventory When you first open the report tab you will see this drop down box from which you can choose the different report types RCWeb 5 18 00 DEMO A Client Demo A Mozilla Firefox E http localhost 3080 rcweb main_frm jsp f Home A Inventory My Cart Labels Report Holiday Type i Please select a report type iv Template RCWeb 5 18 00 DEMO A Client Demo A Mozilla Firefox 8 http localhost 8080 rcweb main_frm jsp f Home ll Inventory amp My Cart Labels Tvpe Template A O O O Please select a report type Deliveries slips scanned images Box report File report Order Items Viewing Delivery Slips 2009 DocuData Software Corporation ER EDC RCWeb 5 50 User Manual Home Inventory My Cart Labels Report Holidays Options Help amp Quit Type Deliveries slips scanned images Template Search Start Date 07 01 2008 Es End Date 07 08 2008 a Res
18. Accepted RESTRICTIONS Restrictions Restricted Items No only Here you simply enter the date range for which boxes are due to be destroyed and then fill in the rest of the field according to your disposal needs Whether you choose the Work List Text or Auto Create method for creating your list once the list is created you will see something like this List 257 Test List List Number 257 Status Created Description Test List Disposal Type Non Confidential For Smith John Authorized Processed Number Status Description a Add boxes from work list Add boxes from text From here you can add or delete boxes to the list until your satisfied with it The next step will then be for you to print the list for authorization so that you can get the signing officer to sign the list and then send the list back to your record center so they can proceed to the disposal of the items on the list When you click the Print for authorization button a new window will appear with the authorization report like so 2009 DocuData Software Corporation MOS EDC RCWeb 5 50 User Manual http localhost 8080 rcweb PdfProcessor request DocType 2 ReportIndex 6 ReportRecordRcNu Windows Internet Explorer 52 a http localhost S8080 rcweb PdfProcessor zrequest 1 DocType 2 ReportIndex 6 ReportRecordRcNumber 2 ty X y Google 1 3 7 Favorites v3 e Suggested Sites g Web Slice
19. CWeb 5 50 00 DEMO A Client Demo A Windows Internet Explorer Ah 1111111 List Number All users Status All z Disposal Type All X Authorized PE to po E Processed po F3 to TE Search lists FFTFTFTFT Ro TARA TZ Here you can load or search existing lists and create new lists from scratch The following pages will show you how to effectively use the disposal module in RCWeb 2009 DocuData Software Corporation Disposal Tab 04 5 2 Creating a New Disposal List To create a new disposal list you first have to click on the Create List button as seen below List Number User All users gt Status All Disposal Type fal x Authorized RH to R8 Processed to F8 Search lists The window then expands to show you the list creation form like so Create List Description Disposal Type Non Confidential Source Work list Work list 000 a Create List Text As you can see from the picture above you can create your disposal lists from 3 different sources Work List Auto Create amp Text If you choose to create via the work list then you got nothing else special to do apart from entering a description for the list and choosing which disposal type you want the record center to use when processing the disposal When you are done you simply click on Create List button to create the list The list will then appear on the screen
20. Manual Old Number Read only alphanumeric field containing a maximum of 16 characters When a box or file 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 at least for searches by old numbers Effectively all the old numbers of a document are saved in the document history Entry Date Read only field that indicates the date when a box or file was put to in PRE ADD When the item is returned to the record center status IN the entry date changes to the date of the delivery on which it was returned Withdrawal Date Read only field that indicates the date when the box or file has been removed from the inventory date at which the document became DELETED DESTROYED or TRANSFERRED Number Required for boxes only alohanumeric field containing a maximum of 20 alphanumeric characters This field contains the number assigned to the box or the file The following values are all valid 100 100 01 01 TB 00002 Description Optional alphanumeric field containing a maximum of 40 characters This field contains the description of the item Department Required drop down alphanumeric field containing a maximum of 30 characters This field indicates 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 sub department of the CLAIMS dep
21. Mode Off fax 100 7 Searching for a box or a file 1 Select a search type in the drop down field at the left of the window see screenshot above 2 Enter your search criteria or keyword in the empty field next to it Optionally you can also include additional filters from the filters section Press Enter or click on the Search button to initiate your search 3 The search results appear at the left of the window By default the first result in the list will be selected and you will see its details on the right side of the screen Performing a full text search Note when adding or editing information to a box or file full text search for the new information won t be available until between 20 and 30 minutes after the edit is completed 1 Select on of the three full text search types in the drop down field at the left of the window Full Text Search Find all words Full Text Search Find any of these words Full Text Search Advanced Search 2009 DocuData Software Corporation EDC RCWeb 5 50 User Manual 2 Enter your search criteria or keyword in the empty field next to it Optionally you can also include additional filters from the filters section Press Enter or click on the Search button to initiate your search 3 The search results appear at the left of the window By default the first result in the list will be selected and you will see its details on the right side of the screen Note With the Advanced Sear
22. are Corporation Disposal Tab 53 6 Labels Tab 6 1 How to Print Labels in RCWeb EDC RCWeb enables you to print your own labels for boxes and files if you have a printer in your office The labels are printed on Avery sheets The Avery models available in RCWeb are defined by your record center If you wish to use a specific Avery model other than the default ones ask your record center to see if that model is available in RCWeb If it is your record can make it available to you on demand Printing labels in RCWeb is very simple Just follow the steps below 1 Add boxes and or files to the print list by pressing the printer icon from the inventory tab on the items you wish to add Here is a picture to illustrate Ng KL WeD 2 15 UU W DEMU A Lent Vemo A Mozilla H aa http localhost 8080 rcweb main_frm jsp ll Inventory My Cart Labels Report Holidays 4 User Options Help i3 Quit Box Number 4 9 3 eae 00004 Status SELECTED BEC S7 LAURENCE CIMENT Item Type pox Status SELECTED RC Number 204956 Old Number 004 Entry Date 2008 04 21 Description ea a Number 002 E Status PRE ADD Description ST LAURENCE CIMENT Withdrawal Date Number 00004 Description Department ADMINISTRATION v CLOSED CLAIMS v 2 Then when you ve added all the items you want to print you browse to the Labels tab You ll see a screen similar to this 2009 DocuData Software Cor
23. artment Note If the conservation policy uses departmental retentions the disposal dates will be determined from the retention associated with the sub departments Owner Optional alphanumeric field containing a maximum of 20 characters This field indicates to whom the box or the file belongs to and is strictly for internal use for the customer Start date End date Optional fields with a predefined date format that can be modified 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 the disposal date of a box or a file is controlled Source Optional alphanumeric drop down field containing a maximum of 10 characters can be dissociated with the drop down list for the File module 2009 DocuData Software Corporation Inventory Tab 19 For boxes this field indicates the location where the box came from before arriving at the off site record center For files this field is reserved for the internal use of the customer and any information can be entered here Field 1 Field 2 Field 3 Optional alphanumeric fields containing a maximum of 20
24. ch option the search engine lets you enter some boolean expressions and will find every item or document according to the expression chosen Legend A amp B means A and B A B means A or B IA means not A opposite of A A amp B C is a sub expression which means A and not B plus C Examples If you want to search for a certain box containing the words fragile and document x you would type the following expression fragile amp document amp x or fragile amp document x Be careful not to leave any spaces between the different signs amp and the words and do not put any periods at the end of expressions because it could modify the search results If you want to search for a box containing the word document but not the word fragile you would type the following expression document amp fragile If you want to search for a box containing the word document and the word company but not the word fragile you would type the following expression fragile amp document amp company Note that the order in which the words are placed doesn t matter and so document amp company amp fragile would give the same results If you want to search for a box containing the word document or the word company but not the word fragile you would type the following expression document company amp lfragile Note The searches are not case sensitive if cases are not mixed in the same word but do become case sensitive if mi
25. ch Result ga 1 Show Advanced Search Number Status Description 208 Number Status TRANSFERRE nod DADESCRIPT Number Qaa 8 amp so Description h Number Status PRE ADD Department CLAIMS y LOS ANGELES y nad DASDLKJASDFJ2 908 Number C Status Description LE More than 100 search results nen Kia Item Type Status RC Number 204963 Old Number Entry Date 1997 08 04 Withdrawal Date Start Date End Date Type ACC y Source SHERBROOKE O Field 1 Field 2 Field 3 Inventory Tab In the picture above A This tab is highlighted compared to the other ones to tell you where you are at any given time B With this button you can hide or show the search results as seen by the letter G on the picture above The button will change its label from Hide Search Results to Show Search Results depending on wether the search results are shown or not Note that the search results can be moved to any side of the screen Top Bottom Left or Right if you so wish You can configure this in 2009 DocuData Software Corporation Inventory Tab 13 the Options e tab C Just like in point B above this button hides or shows the additional filters department type etc that you can use when making a search In the screenshot above the filters are currently hidden Refer to the screenshot below to see a
26. characters each Access level Numeric field containing a value between 0 and 9 inclusively 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 Disposal There are three fields related to disposal A first choice field containing the values CONFIDENTIAL NON CONFIDENTIAL NONE PERMANENT REVISION SAMPLE or SEND TO DEPOT This sub field indicates the disposal mode used for the concerned document types A second sub field indicating a disposal date The box or file will be reviewed on the disposal date If the disposal is set to VARIABLE in the next field then the disposal date of a document corresponds to the conservation period added to the End Date when present or to the Entry Date A third choice field containing the values FIXED or VARIABLE If FIXED is selected the disposal date will not be controlled by the customer s conservation policy 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 customer s conservation policy By setting this field to VARIABLE any u
27. cuments Classified This field indicates that the document has a classified status Restrictions Field containing the values defined in the Restriction module at the record center This field is viewable only when the Restriction Integrity field of the Customer Information module is set to Yes at the record center and when the customer is not electronically linked to the record center via the EDC ActiveFile Software This field indicates the restrictions associated with the selected type Legal Evaluation This field indicates how long the document needs to be conserved from a legal point of view Financial Evaluation Indicates how long the document needs to be conserved from a fiscal point of view Note the Classified Legal Evaluation Financial Evaluation and Restrictions fields are 2009 DocuData Software Corporation M4 000 MOS EDC RCWeb 5 50 User Manual optional when creating a retention schedule 2009 DocuData Software Corporation Configuration Tab 65 8 3 Users The user section allows the addition of new users to RCWeb and also allows existing users info to be edited When you first open the User tab this is what you see Note Not every user have access to the user tab because of its administrative features If you think you require it just ask your record center to give you access to it Add New User Name First Name Login Name Add New User Find and Edit User Info
28. es These can be ordered from this section The Line Items drop down menu lists all the 2009 DocuData Software Corporation EM EDC RCWeb 5 50 User Manual available items and services available to you To add an item service you simply choose it from the drop down menu select a quantity and department and press the Add Line Items button like in the picture below Line Items SALE OF LETTER LEGAL BOXES Y Quantity Department Once you are satisfied with the items on your order you can specify your delivery options and submit your order to your record center scenario 6 Returning new boxes to the record center You use this section if you want the record center to come and pick up a number of boxes for you This is the simplest way to return boxes to the record center It is assumed that the boxes are either already inventoried or that the record center does the data entry for you on arrival In either case the boxes should already have a bar coded label on them You obtain these labels from your record center ahead of time 2 Box return Quantity Once you are satisfied with the items on your order you can specify your delivery options and submit your order to your record center Specifying delivery parameters and submitting your order Before you can submit your order to the record center you have to specify the delivery type and select at which address you want your order shipped If you need to e
29. g a box or file later in this manual G This is where the search results are displayed Note that these can also be hidden or moved at any time refer to points B amp C above The fields displayed and their order can be customized through the Options tab For more info on this please refer to the section Options Tab later in this manual H This is a toolbar that lets you interact with your item in different ways Below is an explanation of each icon i This is the icon you use when you want to place your item on an order Sas either from the record center to you or when you want to return an item to Add to Or der your record center More information about the specifics of ordering is contained under the My Cart Tab section later in this manual This icon is used when you want to place your item s label on a print list at Then when you are ready to print your labels you browse to the Labels Add to tab and print them from there More information about printing labels is nanan contained under the Labels Tab 8 section later in this manual Print List ae A This icon enables you to bookmark or place an item on a list of favorites You can then go back to your favorites to quickly access the items you ve mls placed there The favorites are accessed via the search types drop down Add to box as explained in point D above Favorites This icon enables you to put items on or off your work list Work l
30. ists can be later used to populate disposal lists Refer to the Disposal 4 section later in this manual for more info on disposals Add to Work List This icon indicates if and how many files are located inside the box Fil currently displayed Clicking on this icon will bring you directly to the files iles section of the page This icon indicates if and how many dates are scheduled for the current box or tape Clicking on this icon will bring you directly to the schedule section of the page This icon indicates if this item currently has some notes attached to it Clicking on the icon will bring you to the notes section of the page where Notes you will be able to view them Use this icon if you need to refresh the current view of the item You might need to do this for example if you are working with another person from Refresh another computer on the same item and want to see some changes that they have made at their end 2009 DocuData Software Corporation Inventory Tab 15 Clicking on this icon will bring up a PDF report listing the details fields of the box This is useful if you want to print the box details that you Print Box see on screen Details Note Will need a PDF reader to view these reports If you don t have one on your computer you can simply download a free one from this website http www foxitsoftware com The following icons pertain to files only a If you need to refer back to the b
31. m this area you can delete items from your cart and or specify extra information like the recipient the return or permanently out status to your order items Here is a picture to illustrate Delete Item from cart here Edit recipient here Return Item to RC here Perm out item here Number Status Description Recipient Return Permanently Out E i N CLOSED CLAIMS FILES Non Inv File Open Shelf files only The non inventoried file section is where you add a previously non inventoried open shelf file directly to the order inventorying it at the same time It is assumed that you know personally that the file 2009 DocuData Software Corporation My Cart tab really exists When the order is processed at the record center if the file cannot be found it will simply be removed from inventory S Mon Inv File File Number File Description Po File Field 1 Ps Start Date ER End Date uE Recipient Permanently Qut L Box return You use this section if you want the record center to come and pick up a number of boxes for you This is the simplest way to return boxes to the record center It is assumed that the boxes are either already inventoried or that the record center does the data entry for you on arrival S Box return Quantity Box Sale If you need more empty cardboard boxes to put your files in this is where you order them from Simply enter the quantity and
32. mments at support docudatasoft com DocuData Software 2009 DocuData Software Corporation EDC RCWeb 5 50 User Manual 1 2 Obtaining a Username and Password In order to use EDC RCWeb you must be authorized both with your record center and your company You will need a user name and password to access the software If you don t have them already please consult your record center 1 3 Signing In or Logging Out of RCWeb RCWeb is accessed via the internet If you don t already have the internet address of RCWeb please ask your record center The first thing you see when accessing RCWeb is the login page like so RCWeb Windows Internet Explorer Ea lx t gt o v s http localhost 8080 rcweb v X Pe we od E RCWeb a B dh Page y O Tools y E Q docudafa Direct access Total control Entrez Login Num ro du client Customer Key Nom d acc s Login Name Mot de passe Password E Changer mot de passe Change Password R initialisez mot de passe Reset Password Soumettre Enter J Local intranet R 100 Note You might see a logo of your record center in the top left of the window instead of the DocuData logo which is normal Logging into RCWeb 1 To login you simply enter your customer key login name and password in the provided fields and click on the Enter button 2 If you want to change your password at the same time that you re loggi
33. n example with filters shown Note The last filters used are always remembered when you log back in so if some search don t seem to show something you expect please have a look at the filters to make sure they are configured the way you want Also whenever the filters are active a little notice flag appears next to this button like so Box Number EE 2 H T 5 7 Box Number Entry Date End Date Date Range Type D Show inactive types Status All Department All Show inactive departments Range Field 2 Field 3 Number of results per page oa 2 cde QE me mb Unauthorized user o Search Filters D This drop down shows the different search types you can use when searching your inventory For example you can choose to search by number description or use the full text search facility The choice is not limited to these 3 types by the way E This is the place where you enter your search keywords You click on the search button to start your search If there is some results to your search they will appear in the search results column if not hidden as per point B above which is currently located on the left side of the screen in this example 2009 DocuData Software Corporation TS EDC RCWeb 5 50 User Manual F These are the buttons you use to add a new box or file to your inventory You will get more info on this in the section Adding or deletin
34. nconenonanananonornnnnnnnnrornnnanannnrrrennananans 6 3 Signing In or Logging Out of RCWebD looocicinnnncccconccocccconooccornnnannonennnannornnnannnrrnnnannrrrnnanannns 6 4 Navigating in EDC ROWED cese tiene ire eoe pee eene ere Eon p eee en en Exe tone eec en ea Ene coron aee cS sonne 10 Part II Home Tab 11 1 NOME 0505561221000 o Sr sd Sea 11 Part Ill Inventory Tab 12 1 Inventory TabD EdVOUl iioi aid 12 2 Description of the Different Fields eee eese ere 17 3 Searching and Viewing Information for a Box or a File 21 4 Editing Box or File Information eere eere eeeeeer eene ener nnn 23 5 Adding or Deleting a Box or Flile oi eere roro certo ee co ooo oo euo ooa one coiere 24 5 Imaging ODUOMS 52 5 0o eden iniri cleric a OS 25 Viewing Images in a i e 25 Indexing Multi Page Images 2542 nissan tisse raid 27 Emailing Mages X X 29 Importing Images Into Files 5 254548 edet uen reino esse core cuo een s rue eoo scio tran uae eru eco nsa sopa rna e AEA 30 Scanning Images Into FIeS cel 32 Part IV My Cart tab 36 My Cart TaD QVOUR secactinzsictencensecaeteatausesvesiccoccussaenaneceuscactas exeantesnesteuaseausenexenceoemss 36 2 Placing an Order to Your Record Center nnnssssrmmmnnererremmnnnnnneeeeemnnnnnnnnne 40
35. ng in click the Change Password checkbox and other fields will appear like so 2009 DocuData Software Corporation Introduction Entrez Login Num ro du client Customer Key Nom d acc s Login Name Mot de passe Password Nouveau mot de passe New Password Confirmer mot de passe Confirm Password Reinitialisez mot de passe Reset Password Soumettre Enter Here you would simply enter your new password in the two fields provided as well as regular credentials above it Then press the Enter button to login and change your password all at once 3 If you forgot your password and need to reset it simply click on the link Reset Password next to the Enter button When doing so you will be brought to another page in which you will be asked to enter your customer key and login name R initialisez mot de passe Reset Password Num ro du client Customer Key Po Nom d acc s Login Name Soumettre Enter After pressing Enter you should get a message to the effect that an email message has been sent to you If for some reason the email didn t go through you should get a message like so 2009 DocuData Software Corporation NES EDC RCWeb 5 50 User Manual Windows Internet Explorer Configuration error Your email is not configured in the Authorized User module In which case you should contact your record center and letting them know As the message says it probably is just that you
36. nter Placing an order to your record center is quite easy but depending on what you want to order or return there is a few different ways to accomplish this task Scenario 1 Order from searches One common way to place items on an order is to first search 217 for the item you need and then place it on the order To place it to the order simply press the little shopping cart icon at the top of your item s detailed view The icon will pass from this to this E added If you want to order a non inventoried file from a box you first search for the box itself and then click on the file icon in the box module like so C Qe E P fe x 0 File Icon Item Type Ebo Status PRE 400 RC Number S0000002S When you click on the file icon the screen will move to the file section of the box like so I Files This box contains 1 Files Number Description 00001 PRE ADD If the file does not appear in the listing above JUST TESTING ME you can enter a new one and add it to the order File Descriptian atthe same time LE If subsequently the file is not found at the Recipient Doe John record center it will be deleted from the Permanently Out Mn inventory Here as the image states you first need to make sure that the file is not already listed in the box If itis then you add it to the order by pressing the shopping cart icon If the file is not in the list then you simply add
37. nter any special instructions to the record center to accompany your order you can do so in the box provided 2009 DocuData Software Corporation My Cart tab 4 Delivery Type Special Instructions Submit Order Once you have chosen your delivery parameters you can click the Submit Order button to place your order with your record center Once the order is placed successfully you will presented an order slip similar to the one below which you can choose to print if you want to RCWeb 5 13 03 DEMO A Client Demo A Windows Internet Explorer fC ex A Home ll Inventory My Cart Labels Report Holidays A User Options Help Quit Order slip To make a new order click on 7 My Cart Record Center Status Item Type Number Description Recipient Reason Accepted 00004 ST LAURENCE CIMENT SMITH JOHN Boxes 1 Files 0 Order Number 49137 Delivery Type REGULAR Delivery Date 2008 06 20 AM Delivery Address 1250 Commerce Avenue Suite 2250 New York NY 12345 Click to Print This Page That concludes the section placing orders If you have scenarios of your own that this manual doesn t cater to please contact your record center for additional information 2009 DocuData Software Corporation EN EDC RCWeb 5 50 User Manual 5 Disposal Tab 5 1 Disposal Tab Layout You can now manage disposal lists in RCWeb Here s what you first see when you enter the Disposal tab in RCWeb R
38. nual they are made with hyperlinks to enable you to browse to the referenced topic with a simple click of the mouse A page icon with the page number inside is always located to the right side of the hyperlink to reference page numbers when the manual is printed The page icons looks something like this 29 In this case it would mean that the referenced topic can be found on page 25 of the manual Example Here is a reference to the start page of the Inventory 12 section of this manual Prerequisites and technical issues You need to have the Java Runtime Environment JRE installed on your local computer in order to use the image scanning feature of RCWeb The minimum version required is JRE 6 Update 10 although at the time of writing this manual they were already at version JRE 6 Update 13 Go to http java sun com to download the package or click here to access the download page directly Also note that even though RCWeb works with the majority of internet browsers in use today its performance is at its best when using either Internet Explorer 8 Firefox 3 or Google Chrome If at any point you are having some technical difficulties accessing or using the software with issues not covered in this manual you should seek help at your Record Center Your Feedback Your feedback and opinion is very important to us If you find errors in the document or have suggestions on how to improve it please feel free to send us your co
39. o with 90 180 and or 270 rotation buttons and or simply save them to the file When you click on the save T button you will be asked for a confirmation like so before continuing Saved images will become permanent Continue ve EST Note This dialog is an important part of the import process because once an image is imported it cannot be deleted unless the whole file is destroyed on a disposal list 2009 DocuData Software Corporation Inventory Tab After clicking Yes on this dialog the image will be appended to the end of the image list So for example if you had 35 images in before scanning these 2 images the newly imported images will be located at 36 and 37 2009 DocuData Software Corporation ES EDC RCWeb 5 50 User Manual 4 My Cart tab 4 1 My Cart Tab Layout When you first open the My Cart tab you are presented a screen like so if you have not added anything to your cart yet RCWeb 5 13 03 DEMO A Client Demo A Windows Internet Explorer A Home Inventory Y My Cart Labels Report Holidays lt A User Options Help Quit To add items to the order click on a Inventory EJ Non Inv File EJ Box return E32 Box Sale Line Items ES Batch addition Delivery Type Address Special Instructions Submit Order Here s the description of the different areas in this page My Cart This is the area of the page where items you add to your cart will appear Fro
40. of the window 2009 DocuData Software Corporation RUE EDC RCWeb 5 50 User Manual 1 4 Navigating in EDC RCWeb e Navigation from page to page must be done solely using the buttons links and icons on the pages themselves You cannot use the back or forward buttons on your browser to navigate e Atthe top of each page in EDC RCWeb there is a button bar that allows the user to navigate between the different modules RCWeb 5 50 00 DEMO A Client Demo Windows Internet Explorer Oj xj Q Inventory My Cart IW Disposal M abels l Report amp Configuration Y 5 options Button Bar e For security reasons a session will time out after 15 minutes If a session does not have any activity for more than 15 minutes an error message will be displayed like so Windows Internet Explorer 9 Your session is about to be closed because you spent a long period of time without sending any informations to the server ve Tf your session is lost all changes you made on the current page will be lost If you need more time please press Ok At which point you can choose to continue your session or not Note This time out can be changed between 5 and 715 minutes by your record center if needed 2009 DocuData Software Corporation Introduction n 2 Home Tab 2 1 Home The Home tab is the first window displayed after you have successfully logged into RCWeb It shows the different holidays A f
41. on to start a new index A dialog appears Start End fi s Description First 5 pages All you have to do is enter the start and end page to be indexed and a description for the index When you are done you simply click on the Accept button to complete the procedure 2 Once you click the Accept button this new index will be automatically chosen in the Documents drop down menu as shown below 2009 DocuData Software Corporation ES EDC RCWeb 5 50 User Manual Images This file contains 35 images Documents First 5 pages HOOO Pages fi to 5 From here you can edit this same index if you wish by clicking the blue edit button or delete it with the red delete button Once you are done with your index then you can create more until you are happy with the results Note that you cannot have 2 indexes with the same end page If you try to add a new index and choose the same end page as one that already exist you will get an error like so Message from webpage X 1 Invalid parameter value An index already exists with this end page These indexes can be used also later on when doing a full text search 2 to quickly find images Note that this feature is not yet automated from the web directly If you need to have image indexes available through the full text search facility you need to tell your Record Center to index those documents for you 2009 DocuData Software Corpo
42. or the next 7 days and announcements B of the record center RCWeb 5 50 00 DEMO A Client Demo A Windows Internet Explorer OA OE loj xj a Inventory Ww My Cart Disposal Labels Report amp Configuration Y Options 7 SS a E 3 F uy lul n et DocuData RCWeb 5 50 00 Announcement e record center usually will use this place to make special announcements available to its customers As you can see you can also put images here Q docudata Direct access Total control olidays of the record center for the 7 next days Description Test Holiday 2009 04 29 Record Center Date TO y Pel RS 2009 DocuData Software Corporation EDC RCWeb 5 50 User Manual 3 Inventory Tab 3 1 Inventory Tab Layout The inventory tab is used to Add boxes and files to your inventory Add boxes and files to a work favorite and or label print list Query and edit information of your current inventory Order and return inventory to and from your record center The following set of screenshots will explain the different parts of the inventory tab Under each screenshot there is a legend referring to the RED letters on the screenshot to explain the different parts of the screen RCWeb 5 50 00 DEMO A Client Demo A Windows Internet Explorer My Cart Disposal Labels Report N Vll Vui WALT IU n T I M Viu ti yl Hide Sear
43. orser Statistics Scanning rea Resolution 200 dpi 4 Bis j _ hath Y Resolution 200 dpi gt TU dd ces teen Briones 0 4 I Tus Position x 0 E 0 Contrast p 0 4 El width 210 Length 297 PE Ed E Unit mm e Colors hradations Gray Scale Y Gamma Curve Marmal Advanced Inversian O Save Delete Area ave ielete Area About 5 ave Select Close Help Note that every scanner will have its own variant and might not look at all like the one you see here Note also that the scanner s interface might appear to not show up at all It might just be that it is hidden behind another window so if you don t see your scanner s interface the first thing you should do is move or resize the other windows on your screen to make sure it is not hidden Once you re happy with the scan settings you can start scanning your images by pressing the appropriate button on your scanner s interface In the example here have to push the Scan button on the top right of the picture above 2009 DocuData Software Corporation EM EDC RCWeb 5 50 User Manual Once the scanning is done you should return to the scanning window of RCWeb where you will see your scanned images like so 90 180 270 At this point you can select see the checkboxes in the picture above any image from the list of shown images and rotate them if you need t
44. ou can request files to be imaged by your record center for later viewing in RCWeb Here s how you proceed 1 Search 27 for the files to be imaged or add them directly to your order if know what they are 2 On the MyCart page in the delivery section make sure you choose a delivery type that relates to imaging as in the picture below Delivery Type Address NG 1250 Commerce Avenue Suite 2250 M Special Instructions Submit Order Note Your particular imaging delivery types might be called something different than what is mentioned here You might not have access to any at all as well If in doubt ask your record center 3 When you re ready just click on the Submit Order button to send your order 4 When your record center is finished processing the order you will receive an email similar to the one below indicating that your file is now available in RCWeb and will tell you with which RC number to find it Subject Docu D p t Inc New items scanned on 2008 07 15 14 58 From infoiidocudatasoft com lt info docudatasoft com gt Date 2 58 PM To erickp docudatasoft com Ihe following items have been scanned 1 0 File 20 3525 UNION PAVING COMPANY ERICK P CLATMS RC Number 230859 5 You can go then into RCWeb and look 37 at the image s Scenario 5 Ordering other items amp services Sometimes your record center will offer special services or other items other than your regular boxes and fil
45. ox that contains this file click on this icon View the box containing this file This icon indicates if the current file has some images attached to it Clicking on the icon will bring you to the images section of the page where you will be able to view them from Just like the Print Box Details 157 above this icon will bring up a PDF report listing the details fields of the current file This can be useful if Print File you need a printout of the details you see on screen Details Note Will need a PDF reader to view these reports If you don t have one on your computer you can simply download a free one from this website http www foxitsoftware com This is the part of the screen where you see the details data fields of the currently selected item By scrolling down this section you will find different areas of interest such as Notes History Files Schedules Images when viewing file information only etc 2009 DocuData Software Corporation 16 EDC RCWeb 5 50 User Manual RCWeb 5 50 00 DEMO A Client Demo A Windows Internet indows Internet Explorer L Giok a My Cart hire E Labets f La configuration z Es Options Number y Add box Add file Ltda search resurs Show Advanced Search Advanced Search m access Status Unauthorized user al access Volume fi x e 2 Q d E Box Vault r1 Number 002 Item Set ga Status PRE ADD Descrip
46. page directly To start you first have to click on the Scan button as seen in the picture below Images This file contains 35 images Documents 000 Pages M to Bs Preview images View as PDF View as TIFF Import Images Then the scan window appears like so Close window here when done gt x Ef m 90 180 270 A Rotate selected Image 1 by 90 180 or 270 degrees 1 Save Scanned Images to File A 1 Open Scanner Interface 1 Select Scanner Resize window here gt The first thing you should do here is to make sure you have your scanner selected and ready for 2009 DocuData Software Corporation Inventory Tab 33 scanning As seen in the picture above you have to click this button choose your scanner If you don t see your scanner in this list please ask your computer administrator to make sure it is properly installed Note that if your scanner does not have a compatible TWAIN driver installed the scanning won t work gt Once your scanner is chosen open your scanner s interface by clicking on this button Here s what got when opening mine RICOH TWAIN Driver Ver 3 Aficio 1027 Aficio1027 ajx Document Document Platen glass Scan Irientation Standard Oded SIZE Ad Portrait E Settings Mode Photo PTE Eu Document Platen glass Side Orientation Standard deg Data Size 44 Portrait Deskew 3 69 ME Start from Scanner Quality End
47. pdates to a department or a document type s retention will automatically adjust the disposal date of all the related boxes and files Range Interval of documents contained in a box or a file Location Files Only Shows the location of the file Location can either be a box or a shelf Volume Read Only field that indicates the volume of a box in cubic feet Vault This value indicates if the box is stored in a vault Item Set 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 automatically ordered by the system To associate an item to an item set simply type the item set name or description 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 2009 DocuData Software Corporation m EDC RCWeb 5 50 User Manual all the files into that box are ordered indiscriminately Notes Alphanumerical field used to add notes to an item ex fragile Keywords Alphanumerical field used to add new keywords to an item Keywords are very useful when using the Full Text Search choices see Searching for a box or a filel 21 History Read only field that indicates all the changes done
48. poration NOS EDC RCWeb 5 50 User Manual Home inventory My Cart Labels ElReport Holidays User Options Help E Quit Status Description a e ST LAURENCE CIMENT R emove individual labels here Remove All Boxes Print format Default Avery 5159 4 x 1 5 Choose Avery Format here Start from position Enter print start position here Warning To insure proper alignement of the labels set the Page Scaling option to None when printing the PDF document Example Print format Default Avery 5159 4 x 1 5 Start from position Warning To insure proper alignement of the labels set the Page Scaling option to None when printing the PDF document Example Here you can remove individual labels or all from the print list if you made a mistake in step 1 Then you simply choose the appropriate Avery label format from the drop down menu and the print start position of the first label of the sheet This can be useful for not wasting Avery sheets that already have some labels taken off For example if we said to start printing from position 2 the labels on the sheet would print something like this 2 EDC Labels pdf Foxit Reader 2 3 EDC_Labels pdf C4 File Edit View Language Document Tools Advanced Window Help BARRI 4 IO OIF EPIR E gj Dame d Ir a9 e Find 7 3 DEMO A 204956 ose dee BOX cde ke ge xf 0000
49. ptions Help E3 Qu Type Box report Template CUSTOM REPORT1 z D TAILL Report Fields SIMPLE Not selected Selected Order fields on the report or remove fields Output format PDF If you don t want to use one of these templates and you want to create your own from scratch all you have to do is select some fields from the not selected side and move them to the selected side Once selected you can also change the order in which the fields are going to appear on the report Then when you fields are selected you can choose which field the report is going to be sorted by the output format PDF HTML or Excel like in the next picture You can also add filters your search on several fields as you can see below Sort by Number Filter on RC Number Greater than RC Number Less than RC Number Greater than To add a filter you simply choose which field to filter by in the drop down menu the type of filter lt gt etc and a value if needed and you press the Add button to add the filter Once you are done you simply press the Create button to generate the report Viewing Ordered Items To view what was ordered during a specific time period you choose the Order Items report from the Type drop down menu and you simply filter on a date or date range like in the picture below 2009 DocuData Sof
50. ration Inventory Tab _ 2 3 6 3 Emailing Images Images can also be emailed to any valid email address You first select the range of pages that you want emailed and then you click on the Email button as indicated in the picture below Images This file contains 35 images Documents e e o Pages L to 35 Preview images View as PDF View as TIFF import Images Then a new window will pop up on top where you can enter the recipient s email addresses the subject of email and any notes you wish to attach to the email Recipient recipient domain com Subject Write email subject here You can write notes to accompany the images here El When you are ready to send the email you simply click on the Email button Note If you need to send the email to more than one recipient simply separate the email addresses with a comma like so recipienti domain com recipient2 domain com etc Note The limit of recipients you can send the email to is not defined by RCWeb but by your internet provider 2009 DocuData Software Corporation ER EDC RCWeb 5 50 User Manual 3 6 4 Importing Images Into Files You can import images 1 at a time into files by first clicking on the Import Images button like shown below Images This file contains 35 images Documents o Pages L to 35 Preview images View as PDF View as TIFF Import Images Scan The Import Images dialog will then open
51. rul e 403478 283464 08 12 2008 JEAN FRANCOI Yes 08 13 2008 PM MISCELANEOUS SERVICE 2301 Cannes Brul e 403473 283546 08 12 2008 JEAN FRANCOI Yes 08 13 2008 PM MISCELANEOUS SERVICE 1425 boul Ren L vesque Ouest 403634 283548 08 13 2008 CLAUDE CAUMZ No 08 14 2008 PM 65 GAL BIN ROTATION FULL Photocopy room LaSalle 403658 0 08 13 2008 No 08 14 2008 AM MISCELANEOUS SERVICE 2301 Cannes Brul e 403657 283595 08 13 2008 JEAN FRANCO No 08 14 2008 PM MISCELANEOUS SERVICE 2301 Cannes Brul e 403653 O0 08 13 2008 JEAN FRANCOI Total 14 That completes the section on reports 2009 DocuData Software Corporation Report tab 5 8 Configuration Tab 8 1 Departments You can now manage departments from within RCWeb Here s a picture of what you might find when entering the department module of RCWeb RCWeb 5 50 00 DEMO A Client Demo A Windows Internet Explorer fa Inventory My Cart Disposal Labels Report amp Configuration Y Options PEU E Ex 1 E Department Department Description ADMINISTRATIOIN Sub Departments Click here to add ADMINISTRATION ASDFASD CLAIMS ECOLOGY GENERAL GENERAL FILES INSURANCE FILES RECLAMATIONS SLJIDF TAXES i Eis is iin 65 i rin 6 6 i i E BBBBBBBBBBE a Et Et Et Et Et Et Et Et tt Done op KK Local intranet Protected Mode Off Fa E 100 Here you can add edit and delete main and sub depar
52. rward The Holidays section is divided in two parts The upper part shows the holidays defined at your record center The bottom part shows your holidays You can easily tell which is which because the record center holidays have the words Record Center next to them AND you cannot edit them as opposed to yours f Home Q Inventory Y My Cart Labels Report Holidays Holidays Description 2008 12 25 Christmas Record Center 2009 09 01 Labor Day Record Center Description 2008 08 14 customer test holiday 1 Add New Date Date 2008 08 14 a Description customer test holiday Add If you need to add or delete one of your holidays you can simply add one with the Add New Date form and or delete the ones you already have with the red X next to a holiday Note Holidays coming up in the next 7 days are also shown on the home page of RCWeb when you log in That concludes the section on holidays 2009 DocuData Software Corporation Configuration Tab 69 9 Options tab 9 1 Options Overview The options tab enables you to change some aspect of the user interface inside the Inventory tab Particularly you can choose which fields are displayed in the search results the location of the search results and the number of results per page Here is what you see when you open the Options tab f Home Inventory Y My Cart Labels Report Holidays A User El options Search result position Left
53. tion Active This field indicates the active retention period for boxes and files of the selected type Semi Active This field indicates the semi active retention period for boxes and files of the selected type Disposal Modes Active This field indicates how the documents will be disposed of at the end of their active retention period Semi active This field indicates how the documents will be disposed of at the end of their semi active retention period 2009 DocuData Software Corporation Configuration Tab 63 The following list describes the disposal modes CONFIDENTIAL These documents will be disposed in a confidential manner NON CONFIDENTIAL These documents will be disposed in a non confidential manner NONE A disposal mode has not been determined PERMANENT These documents will never be disposed of REVISION These documents will be placed on a list so that they can undergo a special verification before being disposed of SAMPLE These documents will be placed on a list so that samples can be extracted before disposing of the remaining items SEND TO DEPOT Documents must be sent to another storage area different from the off site record center where they will be stored indefinitely From that moment on the off site record center will no longer responsible for the conservation of the documents Active When this field is unchecked this type is set as inactive and can no longer be associated to do
54. tion ll Notes Q P Box Keywords Number Status TRANSFERRE EUN History Number Status Files This box contains O files Mor din 100 search results E a A PR A Tape Schedule Fa 100 Ui J Here you will find a Next and Previous button that you can use to scroll up and down the search results The maximum number of search results per page is customizable from the Options e tab By default RCWeb is set to display 10 items per page in the search results K You can use these buttons if you want to add all of the items you see in the search results at once on the labels print list work list and or to an order More information about orders and label printing can be found in the My Cart Tab and Labels Tab section of this manual 2009 DocuData Software Corporation Inventory Tab 3 2 Description of the Different Fields Here is a description of the various fields you will find in the detailed view of an item such as this RCWeb 5 13 03 DEMO A Client Demo A Windows Internet Explorer ME 3 e lA Inventory Y My Cart Labels Report Holidays User Options Help jee aT e n gt Wd i T M 7 tt MIEL LES UU u TIT LITT A i li Al T Result of ti the es EM Hidellmove Filter on Box Number Y gea 3 G QU QF Number 00004 Status IN BE To eee ST LAURENCE CIMENT Item Type Box
55. tments Note You might not have the option to edit or delete departments This will happen if Your company has a copy of DocuData s EDC ActiveFile Software installed and replicated with your record center Your user settings at the record center prevents you from editing departments Adding and Editing Departments Whether you are adding a new department or editing an existing one the interface is the same for both Here s what it looks like 2009 DocuData Software Corporation EM EDC RCWeb 5 50 User Manual Department Description Supervisor Supervisor address Coordinator Coordinator address From here you simply fill in the fields you need to and then press the Save button when done The same idea goes for editing or adding sub departments Sub Department Description Active E 2009 DocuData Software Corporation Configuration Tab 08 8 2 Retention Schedules You can now manage retention schedules document types from within RCWeb These types are used to classify records to calculate their disposition dates and to specify their disposition mode Here s a picture of what you might find when entering the retention schedules module of RCWeb RCWeb 5 50 00 DEMO A Client Demo A Windows Internet Explorer gt Retention Schedule Description INQUIRY ACCOUNTING ACCOUNTS PAYABLE BALANCE SHEET CLAIMS FF GENERAL PERSONEL FILES PLANT COLLECTION STUFFED ANIMALS
56. to a document as well as all its transfers from IN to OUT etc Images for Files only This sections allows you to view on screen the images contained in a file if any This section also allows you to import and or scan images directly into files For more information on the imaging features of RCWeb please browse the Imaging Options 2 section of this manual Files for boxes only This section shows the different files contained in the box Tape Schedule This section shows the schedule for the next delivery dates of the item if any 2009 DocuData Software Corporation Inventory Tab 21 3 3 Searching and Viewing Information for a Box or a File When you search for a box or a file you have the choice as seen in the screenshot below to show or hide the search filters Search filters give you the ability to narrow down your searches for more precision gt RCWeb 5 50 00 DEMO A Client Demo A Windows Internet Explorer Hil ALLTITI 110 itis Entry Date End Date Date Range Type All F Show inactive types Status All y Department fal wj F Show inactive departments Range Field 2 Field 3 Number of results per page Default Number Unauthorized user Status CELL eat Item Type az Status PRE ADD DESI nna RC Number 204961 Old Number More than 100 search results Entry Date 1997 08 04 Withdrawal Date amp e a Alternate Label OOOO ta Local intranet Protected
57. tware Corporation EDC RCWeb 5 50 User Manual Home Inventory My Cart Labels Report Holidays Options Help E Quit Type Order Items v Template Report Fields Sort by Entry Date Entry Date Greater than Entry Date Less than 08 14 2008 Entry Date Greater than 08 07 2008 Output format PDF Again here you can sort the report by various fields and you can also choose a specific output format When you press the Create button the report will output something similar to this Order Items VAN 001 Delivered Delivery Date Description Bar code Address Order Delivery Entry Date Recipie nt Yes 08 08 2008 PM MISCELANEOUS SERVICE 1 Van Horne Avenue 403154 283127 08 08 2008 NATHALIE AUC Yes 08 11 2008 PM 65 GAL BIN ROTATION FULL Photocopy room LaSalle 403159 283257 08 08 2008 Yes 08 11 2008 AM MISCELANEOUS SERVICE 2301 Cannes Brul e 403157 283219 08 08 2008 JEAN FRANCOl Yes 08 11 2008 PM MISCELANEOUS SERVICE 2301 Cannes Brul e 403158 283256 08 08 2008 JEAN FRANCOl Yes 08 12 2008 PM Box 108 TEST PAID INVOICES D D is 26 800000056 1 Van Horne Avenue 403543 283376 08 12 2008 Yes 08 12 2008 AM MISCELANEOUS SERVICE 2301 Cannes Brul e 403301 283340 08 11 2008 JEAN FRANCO Yes 08 12 2008 PM MISCELANEOUS SERVICE 2301 Cannes Brul e 403302 283377 08 11 2008 JEAN FRANCOI Yes 08 12 2008 PM SALE OF LETTER LEGAL BOXES 1 Van Horne Avenue 403548 283376 08 12 2008 No 08 13 2008 AM MISCELANEOUS SERVICE 2301 Cannes B
58. ult of the search Address 279424 07 02 2008 BY DATE 2301 Cannes Brul e POUTCH FOR VAN HORNE 279425 07 02 2008 CLIENT COURIER 2301 Cannes Brul e 279500 07 02 2008 BY DATE 2301 Cannes Brul e POUTCH FOR VAN HORNE 279576 07 03 2008 BY DATE 2301 Cannes Brul e POUTCH FOR VAN HORNE 2790577 07 03 2008 REGULAR 1 Van Horne Avenue R ception avant 2 9646 07 03 2008 CLIENT COUR DATE Photocopy room LaSalle Here the procedure is quite straight forward All you have to do is search for a date range at which you know a delivery was likely to have occurred You can click on the calendar icons Tel to input the date range and then press the Search button when ready If there is some matches to your search you will see a list of delivery slips like in the picture above When you click on one of these a PDF file will be generated contained the imaged delivery slip and you ll be prompted to either download or open it Generating Boxes and or Files Reports Here the process is the same for boxes or files so will just show and example for boxes You can either choose a pre made template that your record center may have generated in advance for you or you can build the report from scratch If the record center generated some templates for you you will see them appear in the drop down field called Template as in the screenshot below 2009 DocuData Software Corporation Report tab Home Inventory My Cart Labels Report Y Holidays 4 User O
59. xed So for example if you search for documents that have the word montreal in them these 2 will work MONTREAL montreal but not Montreal and since in most EDC fields the case are always uppercase then you should not mix cases when performing a search By default we always simply do our searches in lower case 2009 DocuData Software Corporation Inventory Tab 23 3 4 Editing Box or File Information 1 Search 2 for an item to edit 2 Enter the new information in the required fields the compulsory fields are in red 3 Click on the Update button at the bottom of the window Note As soon as you change the value of one of the fields a yellow warning circle will appear on the top right corner of the detailed view of the item to let you know that some modifications have occurred but have not been saved yet It is therefore important that you press the update button at the bottom of the window to save your changes before you move on to another page or do another search otherwise your changes won t be saved The warning looks like this Item Type File Warning Some changes have been made on this item but were not Status OUT to JOHN saved RC Number 230824 Old Number Entry Date 1995 08 22 Withdrawal Date To add edit notes or keywords 4 Click on the sign besides Notes Keywords 5 window appears below the title of the field 6 Add or edit notes keywords 7 Click on the Update button at

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