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Migrate Records into Meridian & Conduct Quality Assurance

Migrate Records into Meridian & Conduct Quality Assurance

May 08, 2012

The following process workflow and narrative describes the steps for migrating existing hard copy records into the Meridian vault and conducting an image and metadata Quality Assurance. This process will be used to move paper records that meet migration criteria from the VPUO General Files into the Meridian Document Management System. Click for a print version (PDF).

Objective:

Migrate existing paper records from the VPUO General Files into the University Operations vault.

Role: 

Record Creator
Migration QA Reviewer

Tools:

Records Migration Criteria
Meridian University Operations vault
Scanner
Shredder

Inputs:

Paper records that meet migration criteria

Outputs:

Managed electronic records

Controls:

TBD

Measurements:

TBD

Procedures:

Add Fujitsu scanner
Scan record
Import record
Set next action
Replace document content

 

  1. Pull hard copy (paper) records from files.*  Refer to the Records Migration Criteria to determine which paper records from the VPUO General Files are candidates for migration into the Meridian University Operations vault.

  2. Scan record.  Refer to the Scan record procedure for scanning instructions.  Select the most appropriate scanner (use the Fujitsu for scans in color; use the Canon for large format or irregularly shaped scans on the flatbed).

  3. Locate record in FileMaker. 

  4. Import record to appropriate document type, record series and document properties.

  5. Set Next Action to Pending Content Review by Migration QA. 

  6. Write date and Meridian Log number on hard copy record. 

  7. Update Mail Log entry in FileMaker.

  8. Place hard copy record in Migration QA file box. 

  9. Retrieve hard copy record and locate scanned record in vault. 

  10. Start Quick Change. 

  11. Review and update metadata (if required).

  12. Review scanned image quality. 

  13. Decision Check Point:  Image quality and content okay?  If Yes, go to step 15.  If No, go to step 14.

  14. Re-scan and replace document content.  Go back to step 12.

  15. Release Quick Change. 

  16. Set Next Action to Completed. 

  17. Decision Check Point:  Is the record confidential?  If Yes, go to step 19.  If No, go to step 18.

  18. Tear paper record in half and dispose in recycle bin. 

  19. Shred the paper record. 

End migrate existing hard copy records into Meridian and conduct image and metadata Quality Assurance process.