Receive Electronic Records

The following describes the process for receiving electronic records (e.g. content or attachments received via email, files received on CD, etc.). Click here for a print version (PDF).

Receive electronic records

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

Objective:	Receive and log incoming electronic records in the University Operations vault.
Role:	Recipient Document Manager / Vault Administrator
Tools:	Meridian University Operations vault
Inputs:	Incoming electronic records (received via email, on disc, etc.)
Outputs:	Managed electronic records
Controls:	CP1
Measurements:	To be determined
Procedures:	Import record Set next action

Receive incoming record. Electronic records may be received via email, cd or other means.
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.
Retain as long as useful and dispose (transitory record). Transitory records do not need to be entered in the document management system and should be disposed of as soon as no longer useful.
Import record. Import the record into the Meridian University Operations vault. When a record is imported, a Wizard guides the user through defining the document properties. Refer to the Import record procedure for instructions. Upon import, the record has a status of "Unchanged" in the vault.
Start Quick Change. In order to work with the record and eventually release it, the Recipient must start the quick change step (this will move the record out of "Unchanged" status). "Right-click" on the document, select "Document Workflow" and select "Start Quick Change". Edit the content or record properties as needed
Set next action (if appropriate). Use the Set next action procedure as needed to involve other University Operations Office staff in the workflow.
Release record. In order for the record to be usable by others in the Meridian vault, it must be released. To release a record, "right-click" on the document, select "Document Workflow" and select "Release Quick Change".
Review / confirm metadata & set retention start date. The Document Manager will review the document metadata, Set Next Action to Completed (when appropriate or required), set the retention start date (when possible) and put controls in place for records with a future retention start date.

End receive electronic records process.

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