**Slide 1 - Slide 1**

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**Submitting a Reference Request**

**Slide 2 - Slide 2**

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**This module demonstrates the process of using the Archives and Records
Centers Information System (ARCIS) to submit a request for records to a
Federal Records Center.**

**Use the Back and Continue buttons near the bottom of the screen to
navigate this presentation.**

***Duration: 10 minutes***

**Slide 3 - Slide 3**

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**Continuous improvement efforts may result in minor differences between
items shown in this module and the actual production system.**

**However, the differences will be minor and should not affect the value
of this module in demonstrating how to use ARCIS.**

**Slide 4 - Slide 4**

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**Enter User ID**

**Slide 5 - Slide 5**

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height="4.697222222222222in"}

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**Enter password**

**Slide 6 - Slide 6**

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**After you login, you will first be directed to the ARCIS Home
screen.**

**Slide 7 - Slide 7**

![](media/image7.png){width="7.659027777777778in"
height="4.697222222222222in"}

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To begin entering a reference request, click the **Reference Requests**
tab.

**Slide 8 - Slide 8**

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height="4.697222222222222in"}

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Click the **New Reference** button.

**Slide 9 - Slide 9**

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Most fields on the request data entry screen are pre-populated to a
default value or with values from the employee\'s ARCIS user profile,
but can be updated as needed.

Items with a red asterisk are required to save the record.

**Slide 10 - Slide 10**

![](media/image10.png){width="7.659027777777778in"
height="4.697222222222222in"}

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The reference **Reference Request \#** will automatically generate.

The **Record Group** will default to the primary record group
established in the users system account profile. A different record
group may be selected using the pick-list button to the right of this
field provided the user is authorized through his/her individual user
profile.

**Slide 11 - Slide 11**

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height="4.697222222222222in"}

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The **Agency**, **Last Name**, and **First Name** fields are read-only
and are linked to data established in the employee\'s user profile.

**Slide 12 - Slide 12**

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height="4.697222222222222in"}

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The **Charge Account** is also established in the employee\'s user
profile. The entry here will default to the users primary charge
account, and most users will just have one charge account.

However, some agency employees may need to submit various requests using
different charge accounts. If also established in the user profile,
he/she may select a different charge account by clicking the pick-list
button.

**Slide 13 - Slide 13**

![](media/image13.png){width="7.659027777777778in"
height="4.697222222222222in"}

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**Enter charge account**

**Slide 14 - Slide 14**

![](media/image14.png){width="7.659027777777778in"
height="4.697222222222222in"}

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If multiple charge accounts are available, simply **select** the one you
will use for this request and **click the OK button** below.

**Slide 15 - Slide 15**

![](media/image15.png){width="7.659027777777778in"
height="4.697222222222222in"}

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The **Nature of Service** field will default to \"Temporary Loan of
record.\" However, additional options are available for section through
the drop-down list.

**Slide 16 - Slide 16**

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height="4.697222222222222in"}

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**Select Nature of Service**

**Slide 17 - Slide 17**

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The **Service Level** defaults to \"Standard\", but \"Emergency\" is
also available for selection from the drop-down list.

**Slide 18 - Slide 18**

![](media/image18.png){width="7.659027777777778in"
height="4.697222222222222in"}

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**Enter recipient name**

**Slide 19 - Slide 19**

![](media/image19.png){width="7.659027777777778in"
height="4.697222222222222in"}

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Next, select the **Request Category** from the drop-down list.

**Slide 20 - Slide 20**

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height="4.697222222222222in"}

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The selections available through this drop-down are limited by the
category of request the employee is authorized to submit. The categories
are established through the individual\'s user profile during ARCIS
account setup.

Selection of a Request Category will add data entry fields appropriate
for that category.

I will demonstrate by selecting the category for a transfer-based or
general reference request.

**Slide 21 - Slide 21**

![](media/image21.png){width="7.659027777777778in"
height="4.697222222222222in"}

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**Save and Finish to continue later. Cancel to cancel. Continue to
Review and Submit to review and submit the Reference Request.**

**Slide 22 - Slide 22**

![](media/image22.png){width="7.659027777777778in"
height="4.697222222222222in"}

**Text Captions**

**Select Cancel to cancel. Continue to Review and Submit to review and
submit the Reference Request.**

**Slide 23 - Slide 23**

![](media/image23.png){width="7.659027777777778in"
height="4.697222222222222in"}

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**Select Cancel to cancel. Continue to Review and Submit to review and
submit the Reference Request.**

**Slide 24 - Slide 24**

![](media/image24.png){width="7.659027777777778in"
height="4.697222222222222in"}

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Click the pick-list button to select the **Records Transfer \#** for
this request.

**Slide 26 - Slide 26**

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**Open the Records Transfer.**

**Slide 29 - Slide 29**

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height="4.697222222222222in"}

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The records transfer pick-list is limited to transfers from your agency.

To select, highlight the record and click the OK button.

**OR**

You can query or use the \"Find\" function to narrow down the list.

**Slide 30 - Slide 30**

![](media/image27.png){width="7.659027777777778in"
height="4.697222222222222in"}

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To query for a particular transfer, select the **Query** button

**Slide 31 - Slide 31**

![](media/image28.png){width="7.659027777777778in"
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**Select the transfer number.**

**Slide 32 - Slide 32**

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**Enter the transfer number.**

**Slide 33 - Slide 33**

![](media/image30.png){width="7.659027777777778in"
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You can enter the entire transfer number or use the asterisk as a
wildcard to reduce data entry and the risk of entering the wrong number.

This example will return every transfer that begins with \"PT\" and ends
with \"817\".

Likewise, query written as \*2008\*817 will return every transfer number
created in 2008 that ends in 817.

**Slide 34 - Slide 34**

![](media/image31.png){width="7.659027777777778in"
height="4.697222222222222in"}

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Select the **Go** button to execute the query.

**Slide 35 - Slide 35**

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**Enter the transfer number.**

**Slide 36 - Slide 36**

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height="4.697222222222222in"}

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The query PT\*817 returned a single result.

After selecting the record, click the **Ok** button.

**Slide 38 - Slide 38**

![](media/image34.png){width="7.659027777777778in"
height="4.697222222222222in"}

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Next, enter the **Container \#**. You can enter it directly into the
text field or select it from the pick-list.

**Slide 39 - Slide 39**

![](media/image35.png){width="7.659027777777778in"
height="4.697222222222222in"}

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**Select the container number.**

**Slide 40 - Slide 40**

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height="4.697222222222222in"}

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**Enter the editor**

**Slide 42 - Slide 42**

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height="4.697222222222222in"}

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**Select the Container number.**

**Slide 43 - Slide 43**

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height="4.697222222222222in"}

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**Press OK to select the container number.**

**Slide 44 - Slide 44**

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height="4.697222222222222in"}

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**Select the container number.**

**Slide 46 - Slide 46**

![](media/image40.png){width="7.659027777777778in"
height="4.697222222222222in"}

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After entering the transfer and container numbers, enter **Case/File
Information** needed to locate requested records.

**Slide 47 - Slide 47**

![](media/image41.png){width="7.659027777777778in"
height="4.697222222222222in"}

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Check the **Whole Container** box if you are requesting the whole
container instead of a file within the container.

The **\# of Units** field is read only and will represent 1 container or
1 file or folder.

The **Security Classification** fields are also read only and will
represent the classification of the transfer.

**Slide 48 - Slide 48**

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height="4.697222222222222in"}

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Entries in the **Shipment Details** section defaults to information
established in the user profile for the employee entering the request.

However, this information can be changed on a request-by-request basis
if the response should be shipped to someone else.

**Slide 49 - Slide 49**

![](media/image43.png){width="7.659027777777778in"
height="4.697222222222222in"}

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**Enter Recipient Name**

**Slide 50 - Slide 50**

![](media/image44.png){width="7.659027777777778in"
height="4.697222222222222in"}

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**Enter Address**

**Slide 51 - Slide 51**

![](media/image45.png){width="7.659027777777778in"
height="4.697222222222222in"}

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**Enter editor**

**Slide 52 - Slide 52**

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height="4.697222222222222in"}

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**Open the pull-down list.**

**Slide 53 - Slide 53**

![](media/image47.png){width="7.659027777777778in"
height="4.697222222222222in"}

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Query for the address or select the **New** button to add a new address.

**Slide 54 - Slide 54**

![](media/image48.png){width="7.659027777777778in"
height="4.697222222222222in"}

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**Select an address.**

**Slide 55 - Slide 55**

![](media/image49.png){width="7.659027777777778in"
height="4.697222222222222in"}

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**Enter address**

**Slide 56 - Slide 56**

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height="4.697222222222222in"}

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**Enter address**

**Slide 57 - Slide 57**

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height="4.697222222222222in"}

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**Enter address**

**Slide 58 - Slide 58**

![](media/image52.png){width="7.659027777777778in"
height="4.697222222222222in"}

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**Enter address**

**Slide 59 - Slide 59**

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height="4.697222222222222in"}

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**Select State**

**Slide 60 - Slide 60**

![](media/image54.png){width="7.659027777777778in"
height="4.697222222222222in"}

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**Enter zip code**

**Slide 61 - Slide 61**

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height="4.697222222222222in"}

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**Select country**

**Slide 62 - Slide 62**

![](media/image56.png){width="7.659027777777778in"
height="4.697222222222222in"}

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**Save the profile**

**Slide 63 - Slide 63**

![](media/image57.png){width="7.659027777777778in"
height="4.697222222222222in"}

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**Save the profile**

**Slide 64 - Slide 64**

![](media/image58.png){width="7.659027777777778in"
height="4.697222222222222in"}

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The new address has now been added to the contact pick-list.

**Slide 65 - Slide 65**

![](media/image59.png){width="7.659027777777778in"
height="4.697222222222222in"}

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**View the profile**

**Slide 66 - Slide 66**

![](media/image60.png){width="7.659027777777778in"
height="4.697222222222222in"}

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Shipment Details have now been updated.

Add the **Phone#** and **Fax#** if available.

**Slide 67 - Slide 67**

![](media/image61.png){width="7.659027777777778in"
height="4.697222222222222in"}

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The **Status** field is read-only and will default to \"Reference
Initiated\" until the request is submitted.

At this time, place your mouse pointer over the status field to view
other reference request status entries available.

**Slide 68 - Slide 68**

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height="4.697222222222222in"}

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The **Submitted Date** field will populate when the request is
submitted.

**Slide 69 - Slide 69**

![](media/image63.png){width="7.659027777777778in"
height="4.697222222222222in"}

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The **Shipping Method** field will default to USPS but other options are
available through the drop-down list.

**Slide 70 - Slide 70**

![](media/image64.png){width="7.659027777777778in"
height="4.697222222222222in"}

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**Select shipping method**

**Slide 71 - Slide 71**

![](media/image65.png){width="7.659027777777778in"
height="4.697222222222222in"}

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Some shipping methods will open a field to enter your **Shipping Account
\#**.

**Slide 72 - Slide 72**

![](media/image66.png){width="7.659027777777778in"
height="4.697222222222222in"}

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BR549

**Slide 73 - Slide 73**

![](media/image67.png){width="7.659027777777778in"
height="4.697222222222222in"}

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This field represents the **Records Center** that will receive the
request. If you are authorized to submit requests to multiple records
centers, this field will contain a drop-down list for selection of the
appropriate records center.

BR549

**Slide 74 - Slide 74**

![](media/image68.png){width="7.659027777777778in"
height="4.697222222222222in"}

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If needed, enter **Comments** about this request.

BR549

**Slide 75 - Slide 75**

![](media/image69.png){width="7.659027777777778in"
height="4.697222222222222in"}

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The reference request is now ready for submission.

At this point, you can **Save and Finish Later**, or **Continue to
Review and Submit** the request.

**Slide 76 - Slide 76**

![](media/image70.png){width="7.659027777777778in"
height="4.697222222222222in"}

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**Scroll down**

**Slide 77 - Slide 77**

![](media/image71.png){width="7.659027777777778in"
height="4.697222222222222in"}

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**Click on edit to update the Reference Request. Click on save and
finish to continue later. Click on Submit to submit the reference
request.**

**Slide 78 - Slide 78**

![](media/image72.png){width="7.659027777777778in"
height="4.697222222222222in"}

**Text Captions**

**Click on save and finish to continue later. Click on Submit to submit
the reference request.**

**Slide 79 - Slide 79**

![](media/image73.png){width="7.659027777777778in"
height="4.697222222222222in"}

**Text Captions**

Review the request. If corrections are needed, click the **Edit**
button; if OK then click the **Submit** button.

**Slide 80 - Slide 80**

![](media/image74.png){width="7.659027777777778in"
height="4.697222222222222in"}

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The **Submitted Date** has now populated.

You will receive a message indicating your request was submitted for
processing.

**Slide 81 - Slide 81**

![](media/image75.png){width="7.659027777777778in"
height="4.697222222222222in"}

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Select the **Reference Requests** tab near the top of the page.

**Slide 82 - Slide 82**

![](media/image76.png){width="7.659027777777778in"
height="4.697222222222222in"}

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Your reference request has been submitted to the FRC for processing and
is visible in the **Reference Requests - In Progress** list applet.

A request label, similar to the one above, will be affixed to the box or
folder sent for this reference request.