Receive Hard Copy Records

The following describes the process for receiving hard copy records (e.g. incoming mail, hand-delivered documents, etc.).  Click here for a print version (PDF). 

Receive hard copy records

 

Note: Click on the thumbnail image above to enlarge the diagram.

 

1. Receive incoming record.  Records are received periodically throughout the day, including hard copy documents received via any delivery method, such as campus mail, postal service, hand delivery or courier.
2. Transitory?  Determine if the record is transitory.  Transitory records serve a temporary usefulness and may exist in a variety of mediums including phone messages, faxes, advertisements, publications, etc. Examples include invitations or Frank Erwin Center event announcements.
3. Forward or dispose.  Transitory records can be forwarded to interested parties in the office or disposed.
4. Date stamp hard copy.  Stamp the hard copy record with the date stamp.
5. Scan record.  When a hard copy record is received, it will need to be scanned so that it can be imported into the Meridian vault.  Refer to the (Archived) Scan Record procedure for instructions.
6. Import record to TBD / Inbox / Recipient.  After a record is scanned, it must be imported into the Meridian University Operations vault.  When a record is imported, a Wizard guides the user through defining the document properties.  The person performing the Mail Receiver / Mail Logger role will import the record to the Recipient's inbox in the vault.  Refer to the (Archived) Import Record procedure for instructions.  Upon import, the record has a status of "Unchanged" in the vault.  The Recipient or the Document Manager will complete the remaining document properties later.
7. Write Meridian Log Number on hard copy record.  Write the Meridian Log Number on the hard copy record in the appropriate section of the date stamp.  The Meridian Log Number is automatically appended to the Meridian document name, just in front of the file extension type.
8. Start Quick Change. *To start a Quick Change, "right-click" on the document, select "Document Workflow" and select "Start Quick Change."
9. Release Quick Change. *To release a record, "right-click" on the document, select "Document Workflow" and select "Release Quick Change."
10. Forward hard copy record to Recipient.  Give the hard copy record to the Recipient.  The Recipient will use the Meridian Log Number written on the record in a previous step to locate the scanned record in the vault.
11. Receive hard copy record & scanned record in vault inbox.  When the Recipient receives the hard copy record, the electronic copy of the record should be found in the vault in the appropriate TBD / Inbox or under the Workflow View or by searching on the Meridian Log Number.  If the record has not been imported into the Meridian vault, refer to the following procedures:  (Archived) Scan Record and (Archived) Import Record.
12. Edit Properties.  Edit the record properties ("right-click" on the document, select "Edit Properties") to include the correct Record Series, Entity, Subject, Initiative, People, Keywords and Notes values.  Set the Retention Start Date if known.
13. Set & Complete Next Actions (if appropriate).  Use the Set Next Action procedure as needed to involve other University Operations Office staff in the workflow.
14. Replace document content (if appropriate).  Address / handle the content of the record accordingly and update the scanned record (PDF) with changes.  Refer to (Archived) Replace Document Content procedure for instructions.
15. Set Next Action. If the action associated with the record is complete (and no further action is required related to the record content) and the Retention Start Date is set, set the next action to "Completed" (the retention start date must be set in order for the "Completed" Next Action to be applied).  If the action associated with the record is complete, but the retention start date is not known, set the next action to "Pending Retention Start".  This will start the retention clock on the document or indicate to the Document Manager that follow up is required.  Refer to the Set Next Action procedure for instructions.
16. Place hard copy record in QA box (if retained).  If the original hard copy of the record is retained (and not sent on to another office), place the paper record in the Quality Assurance (QA) box.  The Document Manager will destroy the hard copy record after completing the Image QA Process.  The electronic record in the vault is now designated the copy of record as it relates to the VPUO.

End receive hard copy records process.