ERA On-Line Help

 

Table Of Contents

[ERA Introduction 1](#era-introduction)

[Account Update 1](#account-update)

[Browse and Access Assets 1](#browse-and-access-assets)

[What is the Asset Catalog 2](#what-is-the-asset-catalog)

[Browsing the Asset Catalog 2](#browsing-the-asset-catalog)

[Frequently Asked Questions (FAQ) 3](#frequently-asked-questions-faq)

[Glossary 3](#glossary)

[Help Links 3](#help-links)

[Help:  Main 4](#help-main)

[How to Access and Use the ERA Online Help
4](#how-to-access-and-use-the-era-online-help)

[What's New 5](#whats-new)

[Homepage:  General 5](#homepage-general)

[Icons & Buttons 6](#icons-buttons)

[Inbox 8](#inbox)

[Log onto ERA 8](#log-onto-era)

[Navigating the ERA System using the Toolbar
9](#navigating-the-era-system-using-the-toolbar)

[Notices 9](#notices)

[Password Reset 10](#password-reset)

[Portal:  General 10](#portal-general)

[Portlet:  General 11](#portlet-general)

[Post Ingest Verification (PIV) Tasklist
11](#post-ingest-verification-piv-tasklist)

[User Registration 12](#user-registration)

[Workbench Customization 12](#workbench-customization)

[1.  Adding Portlets 13](#adding-portlets)

[2.  Removing Portlets 14](#removing-portlets)

[3.  Minimizing & Maximizing Portlets
15](#minimizing-maximizing-portlets)

[4.  Rearranging Rows & Column 15](#rearranging-rows-column)

[5.  Rearranging Portlets 16](#rearranging-portlets)

[6.  Changing Color Schema 16](#changing-color-schema)

[Workbench:  General 17](#workbench-general)

[Asset Catalog 19](#asset-catalog)

[Asset Catalog: Introduction 19](#asset-catalog-introduction)

[Legal Transfer Instrument Browse 19](#legal-transfer-instrument-browse)

[Records Schedule Browse 19](#records-schedule-browse)

[Transfer Plan Browse 20](#transfer-plan-browse)

[Transfer Request Browse 21](#transfer-request-browse)

[Browse for a Transfer Request from the Asset Catalog
21](#browse-for-a-transfer-request-from-the-asset-catalog)

[Browse for a Transfer Request from Enterprise Content Management (ECM)
22](#browse-for-a-transfer-request-from-enterprise-content-management-ecm)

[Data Type Templates 25](#data-type-templates)

[Data Type Templates: Introduction
25](#data-type-templates-introduction)

[Ingest Processing 27](#ingest-processing)

[Ingest Processing: Introduction 27](#ingest-processing-introduction)

[Legal Transfer Instrument 29](#legal-transfer-instrument)

[Approve a Legal Transfer Instrument
29](#approve-a-legal-transfer-instrument)

[Browse  for a Legal Transfer Instrument
29](#browse-for-a-legal-transfer-instrument)

[Cancel a Legal Transfer Instrument
29](#cancel-a-legal-transfer-instrument)

[Create a Legal Transfer Instrument
30](#create-a-legal-transfer-instrument)

[Delete a Legal Transfer Instrument
31](#delete-a-legal-transfer-instrument)

[Legal Transfer Instrument: Introduction
31](#legal-transfer-instrument-introduction)

[Reject a Legal Transfer Instrument
32](#reject-a-legal-transfer-instrument)

[Search for a Legal Transfer Instrument
32](#search-for-a-legal-transfer-instrument)

[Submit a Legal Transfer Instrument
32](#submit-a-legal-transfer-instrument)

[Track a Legal Transfer Instrument
33](#track-a-legal-transfer-instrument)

[Update a Legal Transfer Instrument
33](#update-a-legal-transfer-instrument)

[View a Legal Transfer Instrument 33](#view-a-legal-transfer-instrument)

[Packaging Tool 35](#packaging-tool)

[Create a Transfer Shipment Using the ERA Packaging Tool
35](#create-a-transfer-shipment-using-the-era-packaging-tool)

[Generate a Container 36](#generate-a-container)

[Generate a Manifest 36](#generate-a-manifest)

[Packaging Tool: Introduction 37](#packaging-tool-introduction)

[Records Schedules 39](#records-schedules)

[Add Records Schedule Items and Overviews to an Existing Overview
39](#add-records-schedule-items-and-overviews-to-an-existing-overview)

[Approve a Records Schedule: Appraiser Manager Level 1
40](#approve-a-records-schedule-appraiser-manager-level-1)

[Approve a Records Schedule: Appraiser Manager Level 2
40](#approve-a-records-schedule-appraiser-manager-level-2)

[Approve a Records Schedule: Appraiser Manager Level 3
41](#approve-a-records-schedule-appraiser-manager-level-3)

[Browse for a Records Schedule 42](#browse-for-a-records-schedule)

[Certify a Records Schedule 42](#certify-a-records-schedule)

[Create a Disposition Overview 43](#create-a-disposition-overview)

[Create a Records Schedule from Blank
44](#create-a-records-schedule-from-blank)

[Create a Records Schedule From Existing
46](#create-a-records-schedule-from-existing)

[Create a Records Schedule Item 48](#create-a-records-schedule-item)

[Delete a Disposition Overview 50](#delete-a-disposition-overview)

[Delete a Records Schedule 51](#delete-a-records-schedule)

[Delete a Records Schedule Item 51](#delete-a-records-schedule-item)

[Delete a Records Schedule Item from the Item Info Screen
52](#delete-a-records-schedule-item-from-the-item-info-screen)

[Modify a Records Schedule -- General Info and Item Info
53](#modify-a-records-schedule-general-info-and-item-info)

[Modify Records Schedule - NARA Info
54](#modify-records-schedule---nara-info)

[Move a Records Schedule Item and an Overview Item
55](#move-a-records-schedule-item-and-an-overview-item)

[Records Schedules: Introduction 56](#records-schedules-introduction)

[Reject a Records Schedule 56](#reject-a-records-schedule)

[Reorder an Overview Item 57](#reorder-an-overview-item)

[Reorder Records Schedule Items 58](#reorder-records-schedule-items)

[Search for a Records Schedule 59](#search-for-a-records-schedule)

[Submit a Records Schedule 59](#submit-a-records-schedule)

[Search 61](#search-1)

[Legal Transfer Instrument Search 61](#legal-transfer-instrument-search)

[Search Records Schedules 61](#search-records-schedules)

[Search: Introduction 61](#search-introduction)

[Search Transfer Plans 61](#search-transfer-plans)

[Transfer Request Search 62](#transfer-request-search)

[Transfer Plan 63](#transfer-plan)

[Browse for a Transfer Plan 63](#browse-for-a-transfer-plan)

[Modify a Transfer Plan 64](#modify-a-transfer-plan)

[Search for a Transfer Plan 65](#search-for-a-transfer-plan)

[Transfer Plan: Introduction 65](#transfer-plan-introduction)

[Transfer Processing 67](#transfer-processing)

[Checking Transfer Processing Status
67](#checking-transfer-processing-status)

[Deleting Files from Transfer Processing
67](#deleting-files-from-transfer-processing)

[Launching the Initiate Transfer Processing Application
67](#launching-the-initiate-transfer-processing-application)

[Transfer Processing: Introduction
68](#transfer-processing-introduction)

[Transfer Request 71](#transfer-request)

[Accept Transfer Request 71](#accept-transfer-request)

[Approve Transfer Request 71](#approve-transfer-request)

[Browse Transfer Requests 71](#browse-transfer-requests)

[Browse for a Transfer Request from the Asset Catalog
71](#browse-for-a-transfer-request-from-the-asset-catalog-1)

[Browse for a Transfer Request from Enterprise Content Management (ECM)
73](#browse-for-a-transfer-request-from-enterprise-content-management-ecm-1)

[Cancel Transfer Request 73](#cancel-transfer-request)

[How to Cancel a Transfer Request in the Draft State
73](#how-to-cancel-a-transfer-request-in-the-draft-state)

[How to Cancel a Transfer Request in the Proposed State
73](#how-to-cancel-a-transfer-request-in-the-proposed-state)

[Create a Transfer Request 74](#create-a-transfer-request)

[Delete Transfer Request 78](#delete-transfer-request)

[Reject Transfer Request 78](#reject-transfer-request)

[Search Transfer Request 78](#search-transfer-request)

[Submit Transfer Request 79](#submit-transfer-request)

[Track Transfer Request 81](#track-transfer-request)

[Transfer Request: Introduction 81](#transfer-request-introduction)

[Update Transfer Request 82](#update-transfer-request)

[View Transfer Request 83](#view-transfer-request)

[Transfer Shipment 85](#transfer-shipment)

[Cancel Transmission of Transfer Shipment
85](#cancel-transmission-of-transfer-shipment)

[Disallow Transmission of Transfer Shipment
85](#disallow-transmission-of-transfer-shipment)

[Monitor Transfer: General 85](#monitor-transfer-general)

[Monitor Transfer: Reports 85](#monitor-transfer-reports)

[Monitor Transfer: Search 86](#monitor-transfer-search)

[Restart Transfer 87](#restart-transfer)

[Transfer Manifest Verification 87](#transfer-manifest-verification)

[Transfer Shipment:  Introduction 88](#transfer-shipment-introduction)

[Transmit Transfer Shipment via HTTPS Using the Ingest Working Storage
(IWS) File Upload
89](#transmit-transfer-shipment-via-https-using-the-ingest-working-storage-iws-file-upload)

[Transmit Transfer Shipment via SFTP Connection
89](#transmit-transfer-shipment-via-sftp-connection)

[Use the Media Load Tool 90](#use-the-media-load-tool)

[Use the Upload Tool to Upload Files from a DVD
91](#use-the-upload-tool-to-upload-files-from-a-dvd)

[Glossary 93](#glossary-1)

[Index 101](#index-1)

 

# ERA Introduction

**General Information**

The Electronic Records Archives (ERA) System is intended to
authentically preserve any type of electronic record, created using any
application on any computing platform delivered electronically and on
any digital medium, from any entity in the Federal Government and any
donor, and to provide discovery and delivery to anyone with an interest
and legal right of access, now and for the life of the republic.  ERA
will also provide the capability to implement selected archival
management tasks for non-electronic Records, such as the scheduling and
appraisal functions.

ERA is designed to free NARA and external agency users from spending
time finding, organizing, and tracking information for processing by
combining several legacy systems into one multi-function archival
database.  It includes a web portal application that provides the
functions and tools needed for users to perform many of their job
responsibilities.  Different users will log into the ERA Portal and be
presented with a customized workbench based on their credentials.

## Account Update

Users can *update* their personal information as often as they desire.
 This information is important to keep up to date at all times for
effective tracking and smooth operation of the overall ERA System.

To update personal information perform the following steps:

1.  Log into the ERA System.

2.  From the top header toolbar, select **Update Account.  **Note: A
    separate window will open.

3.  Enter updated or new information.

4.  Select the ***Submit*** button.

**\
**

## Browse and Access Assets

An asset refers to all information contained within the ERA system,
(such as, electronic records, documentary materials, hardcopy paper
files, and the like).  These assets are sent from varying government
agencies in packages called shipments.  These shipments can be physical
or electronic media.  Once these assets are approved and complete the
transfer process, they are moved to organized storage, given a life
cycle and recorded on an Asset Catalog Entry (ACE).  These Asset Catalog
Entries combine together to form the Asset Catalog.

### What is the Asset Catalog

The asset catalog is an essential component of the ERA system.  It holds
metadata that is critical to understanding and managing assets in the
Electronic Archives.  It also provides search and browse functions that
enable users to locate assets of interest.  Because there is at least
one catalog entry for every asset (plus entries representing asset
aggregates), the asset catalog is able to scale to very large numbers of
catalog entries while providing useful search features and interactive
performance.

### Browsing the Asset Catalog

1\.  Navigate to the ERA Homepage.

2\.  Enter the following:

-   **Username**

-   **Password**

3\.  Select the ***Submit*** button.

4\.  From the Toolbar select **Asset Catalog** ® **Browse** (see Figure
**29** Asset Catalog Menu**).**

Note: The Browse Asset Catalog screen is displayed; see Figure 31 Browse
Asset Catalog. The Browse Asset Catalog consists of:

-   The folder in the left pane, with files within the folders, and

-   A screen to view data from the selected folder on the right pane.

5\.  Within the **Folders** pane select the desire folder link.

Note: View the data in the right pane. To view additional data, select
the **magnified glass icon** on the right pane.

6\.  On the right pane select the magnified glass icon

Note: The following information will be displayed in a new window:

-   Asset Detail Summary

-   Asset Detail References

-   Extended Lifecycle Data

Each of the screens is presented below

## Frequently Asked Questions (FAQ)

FAQ contains answers to questions frequently asked by users.

**How to access ERA FAQ page**

1.  Log into the **ERA System**

2.  From the homepage, select the **FAQ** link located in the **Help**
    portlet.

Note: The ERA Homepage is the only place to access the **FAQ** screen.

## Glossary

The glossary links provides a list of terms and definitions associated
with the ERA system.

**How to access ERA Glossary page**

1.  Log into the **ERA System.**

2.  From the homepage, select the **Glossary** link located in the
    **Help** Portlet.

3.  The Glossary link opens ERA\'s On-Line Help system.

4.  Within On-Line Help, click on the Glossary tab (fourth from the
    left) to open the Glossary.

Note: The ERA Homepage is the only place to access the **Glossary**
screen.

## Help Links

The Help Portlet is available to all users and consists of the following
topics: **Help-Main**, **What's New**, **FAQ** and **Glossary**.  This
portlet consists of various topics, procedurals and references of
information to provide the end user with technical assistance in the use
of the ERA System.

To access the online help function the user must log into the ERA
System, and select **Help Main**.

## Help:  Main

Selecting the **Help-Main** link will take users to the ERA online help
functions.  This link should be used when searching for specific
step-by-step procedures or a "How to" for various applications of the
ERA System.

When not on the home page and wanting to access the ERA online help
Functions, select the **Help** link located on the Toolbar, which is
located in every page.

### How to Access and Use the ERA Online Help

1\.  Log into the ERA System.

2\.  From the main page, select the **Help-Main** link located in the
Help Portlets.

Note: The online help screen is displayed

Note: The ERA online help function is divided into four sections,
**Contents**, **Index,** **Search**, and V**iew** pane.

#### Contents

The ERA online table of contents (TOC) provides the users with a
hierarchical view of the structure of the help options. The tables of
contents use books and pages to represent categories and topics -- book
icons represent categories for organizing your topics, and page icons
represent the individual units of information.

#### Index

The ERA System online help index incorporates words and phrases that
correspond to the users\' ways of thinking, such as synonyms and
product-specific terms. When a word is entered in the search window and
an index is initialed, links related to the search word will be
displayed in the search pane.

#### Search

The ERA Help search function allows the user to find specific words or
phases.  The user can search both the titles and the text of the
sections.  The left pane displays the section title, and the right pane
displays the section text with each word highlighted in yellow.

### What's New

What's New contains new information added to ERA System.  Users can
select the **What's New** link to read various articles. Below is an
example of what the "**ERA what's New**" article looks like.

How to access ERA What's New

1\.  Log into the **ERA System**

2\.  From the workbenches select the "**What's New**" link located in
the **Help** Portlet.

Note: When not on the home page and wanting to access the ERA What's
New, select the **What's New** link located on the Toolbar.

## Homepage:  General

The ERA Homepage is the first screen all users will see, interact with
and use to log into the ERA System.  The ERA Homepage consists of the
following features:

-   **User ID & Email**.  Presents the logged in user's email address

```{=html}
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```
-   **Top Header Menu.**  Presents action options for the user for that
    particular screen. After logged into the ERA System and selecting
    the **Home** button the link will not take you back to the screen
    seen below; it will take you to the home page displayed after logged
    in; which is called the **Workbench**.

```{=html}
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```
-   **User Login.**  Collects user name and password data for logins

```{=html}
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```
-   **User Registration.**  Allows a user without an account to
    registrar their personnel information and request access to the ERA
    System

```{=html}
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```
-   **Reset Password.**  Allows users with an account to reset their
    password

```{=html}
<!-- -->
```
-   **NARA's Disclaimer Statement.  **Presents a legal message from NARA
    to all users.

When a user logs into the ERA System, the ERA System will validate the
ID/password (authentication) then determine the user's role(s).  Based
on user role(s), the system generates a Workbench to display for the
user.  Workbench functionality is dependent upon the role or combination
of roles the user has.  For example, if a user has one role, the
Workbench will only display options for that role.  However, if the user
has two roles, the Workbench will display options for both roles.

## Icons & Buttons

The table below provides a list of icons and buttons within the ERA
System.:

  ------------------------------------------------------- --------------------------------------------------
  ![](media/image1.png){width="9.027777777777778e-2in"    Move to top
  height="0.11180555555555556in"}                         

  ![](media/image2.png){width="9.027777777777778e-2in"    Move row up
  height="0.11180555555555556in"}                         

  ![](media/image3.png){width="9.027777777777778e-2in"    Move to bottom
  height="0.11180555555555556in"}                         

  ![](media/image4.png){width="9.027777777777778e-2in"    Move row down
  height="0.11180555555555556in"}                         

  ![](media/image5.png){width="0.11180555555555556in"     Add row
  height="0.11180555555555556in"}                         

  ![](media/image6.png){width="0.11180555555555556in"     Add row disable
  height="0.11180555555555556in"}                         

  ![](media/image7.png){width="0.11180555555555556in"     *Delete*
  height="0.11180555555555556in"}                         

  ![](media/image8.png){width="0.11180555555555556in"     Delete disable
  height="0.11180555555555556in"}                         

  ![](media/image9.png){width="0.1673611111111111in"      Method to look up and select a date to populate
  height="0.15416666666666667in"}                         the box to the left of the icon.  This method of
                                                          selecting a date will be used throughout ERA,
                                                          hence reducing the learning curve when using other
                                                          functionality for the first time

  ![](media/image10.png){width="0.15416666666666667in"    Pick list
  height="0.12569444444444444in"}                         

  ![](media/image11.png){width="0.14652777777777778in"    Verified / Confirm
  height="0.10486111111111111in"}                         

  ![](media/image12.png){width="0.13194444444444445in"    Edit file
  height="0.11180555555555556in"}                         

  ![](media/image13.png){width="0.13194444444444445in"    Edit file disable
  height="0.11180555555555556in"}                         

  ![](media/image14.png){width="0.13194444444444445in"    View File
  height="0.11180555555555556in"}                         

  ![](media/image15.png){width="0.2791666666666667in"     Auto Verification complete
  height="0.11180555555555556in"}                         

  ![](media/image16.png){width="0.2791666666666667in"     Auto verification not completed
  height="0.11180555555555556in"}                         

  ![](media/image17.png){width="0.2791666666666667in"     NARA Standards File Report Complete
  height="0.11180555555555556in"}                         

  ![](media/image18.png){width="0.2791666666666667in"     NARA Standards File Report not Completed
  height="0.11180555555555556in"}                         

  ![](media/image19.png){width="0.27152777777777776in"    DTT Verification complete
  height="0.11180555555555556in"}                         

  ![](media/image20.png){width="0.27152777777777776in"    DTT Verification not completed
  height="0.11180555555555556in"}                         

  ![](media/image21.png){width="0.14652777777777778in"    Link Element
  height="7.013888888888889e-2in"}                        

  ![](media/image22.png){width="0.15416666666666667in"    Unlink Element
  height="7.013888888888889e-2in"}                        

  ![](media/image23.png){width="0.15416666666666667in"    Group
  height="0.1673611111111111in"}                          

  ![](media/image24.png){width="7.013888888888889e-2in"   User
  height="0.14652777777777778in"}                         

  ![](media/image25.png){width="7.013888888888889e-2in"   Ascending arrow
  height="4.1666666666666664e-2in"}                       

  ![](media/image26.png){width="7.013888888888889e-2in"   Descending arrow
  height="4.1666666666666664e-2in"}                       

  ![](media/image27.png){width="0.1673611111111111in"     Selecting the Spell Check icon checks the spelling
  height="0.15416666666666667in"}                         of text in the box to the left of the icon.  As
                                                          with the calendar function, the spell check
                                                          function will have a common interface for all
                                                          system activities

  ![](media/image28.jpeg){width="1.2368055555555555in"    Use on the *Transfer Request*, to accept more
  height="0.12569444444444444in"}                         shipments, after selecting **Rejecting Additional
                                                          Shipment**

  ![](media/image29.jpeg){width="0.7833333333333333in"    Used on various forms / objects to *Approve* &
  height="0.14652777777777778in"}                         advance an object to the next level / person in
                                                          the workflow

  ![](media/image30.jpeg){width="0.6645833333333333in"    Used on various forms to allow the user to browse
  height="0.20972222222222223in"}                         for various reasons.

  ![](media/image31.png){width="0.6208333333333333in"     Designed to disregard work.  When the Cancel
  height="0.13194444444444445in"}                         button is selected, information is not saved in
                                                          the system and the user is returned to the prior
                                                          page.

  ![](media/image32.jpeg){width="1.11875in"               Used within the Monitor Transfer application
  height="0.13194444444444445in"}                         

  ![](media/image33.jpeg){width="0.5034722222222222in"    Used within the Record Schedule application
  height="0.13194444444444445in"}                         

  ![](media/image34.jpeg){width="0.5652777777777778in"    Used within various screen to *create* a business
  height="0.13194444444444445in"}                         objects

  ![](media/image35.jpeg){width="0.5444444444444444in"    Used within various screen to delete various
  height="0.17430555555555555in"}                         business objects

  ![](media/image36.jpeg){width="0.8104166666666667in"    Used within the *Records Schedule* application to
  height="0.3145833333333333in"}                          complete a task

  ![](media/image37.jpeg){width="0.31319444444444444in"   Used within various screen to access a drop down
  height="0.2298611111111111in"}                          list

  ![](media/image38.jpeg){width="0.25833333333333336in"   Used within the Help functions, to initial a
  height="0.17430555555555555in"}                         search

  ![](media/image39.jpeg){width="1.0840277777777778in"    Used within the Monitor Transfer application
  height="0.14652777777777778in"}                         

  ![](media/image40.jpeg){width="0.6208333333333333in"    Used within the workflow, to *send* a object back
  height="0.18819444444444444in"}                         to the previous person

  ![](media/image41.jpeg){width="1.3909722222222223in"    Used within the Transfer Request, to end shipments
  height="0.12569444444444444in"}                         for a particular *Transfer Shipment*

  ![](media/image42.jpeg){width="1.2368055555555555in"    Used within the Transfer Request to *Reject*
  height="0.11180555555555556in"}                         Physical Custody of a shipment received

  ![](media/image43.jpeg){width="0.5444444444444444in"    Used within various screen to clear fields of
  height="0.15416666666666667in"}                         entered data

  ![](media/image44.jpeg){width="1.11875in"               Used within the Monitor Transfer application
  height="0.14652777777777778in"}                         

  ![](media/image45.jpeg){width="0.7409722222222223in"    Designed to allow the user to enter as much or as
  height="0.3in"}                                         little information as he or she wishes.  It allows
                                                          the user to start work then return to it later to
                                                          complete without having to start over.  When the
                                                          Save button is selected, information is saved to
                                                          the system and work is temporarily suspended.  The
                                                          user cannot move forward to the next step in the
                                                          process until the page is submitted.  The user can
                                                          leave the page and continue other work.

  ![](media/image46.jpeg){width="0.6569444444444444in"    
  height="0.15416666666666667in"}                         

  ![](media/image47.jpeg){width="0.6in"                   
  height="0.2513888888888889in"}                          

  ![](media/image48.jpeg){width="0.7201388888888889in"    Designed to complete work and move to the next
  height="0.17430555555555555in"}                         step in the process.  When the *Submit* button is
                                                          selected, validation occurs.  On successful
                                                          validation, the information is saved to the
                                                          system.  The work is complete and the system moves
                                                          to the next step in the process.

  ![](media/image49.jpeg){width="1.40625in"               
  height="0.14652777777777778in"}                         

  ![](media/image50.jpeg){width="0.4048611111111111in"    
  height="9.027777777777778e-2in"}                        

  ![](media/image51.jpeg){width="0.7833333333333333in"    
  height="0.12569444444444444in"}                         
  ------------------------------------------------------- --------------------------------------------------

## Inbox

The Inbox portlet provides end users with all business related tasks,
such as:

-   *Transfer Request*

-   Legal Transfer Instruments

-   Records Schedule.

Users can view various business related objects from their inbox and
gather various data such as:

-   ID \#

-   Type

-   Agency

-   Created by

-   Status

-   Due Date

To view one of the tasks, the user must select the link within the
inbox.

## Log onto ERA

Users must have a **Username** and **Password** to log into the ERA
System.

If a user does not have password data, the user can follow procedures in
the section titled "User Registration" to request login data.

If a user once had log in data and the password is forgotten, the user
can follow procedures in the section titled  "Reset Password.\"

Once a user knows his or her Username and Password, use the following
steps to log into the ERA System.

**To Log into ERA:**

1\.  Navigate to the ERA Homepage.

2\.  Enter **Username.**

3\.  Enter **Password.**

4\.  Select the ***Submit*** button.

Note: The user workbench is displayed.

## Navigating the ERA System using the Toolbar

The standard navigational tool of the ERA System consists of a fixed
Toolbar with vertical and horizontal drop down menus. The menus are
activated when the user's mouse is over the text and inactive when the
user's mouse if off the text.

The ERA Toolbar will differ according to the individual's roles and
permissions. The Toolbar that is shown below is an example of what users
will see when logged into the ERA System. The Toolbar that is shown on
the homepage after logging in will be the same on all other screen /
pages within the ERA System.

Options that are displayed on the end user toolbar will only change when
the user roles and or permissions are changed.

In most cases, but not an absolute, options that a user have in the
toolbar will signify access to the various applications within the ERA
System. However, a user can have access to some submenus and not access
to others. For example, when **Scheduling** is displayed in the Toolbar,
the drop down options are ***Records Schedule*** and **Lifecycle
Management Plan**. The user may have access to one option but not the
other. In addition, the user can select **Records Schedule**, and the
options displayed are ***Create* from Blank**, **Create from Existing**,
**Search** and **Browse.** The user can have access to **Search** and
**Browse**, but not have access to **Create from Blank** or **Create
from Existing**.

## Notices

The Notices Portlet informs users of the status of tasks/work in process
and provides system status updates (such as system down).

Adhoc messages that the ERA System Administrator generates will appear
in end users inbox. Also workflows within the ERA System will trigger
various messages to be generated and appear in end users inbox.

Users can view notices in the **Notices** Portlet by selecting the link
of the notices they desire to read.

By selecting the ***Delete*** button, the notice will be removed from
the end user's **Notices** Portlet.  By selecting the **Cancel** button,
the user will return back to the ERA Homepage.

## Password Reset

Selecting the **Reset Password** link opens a separate window that
allows a user with an active account to reset their password prior to
logging into the ERA System.

After selecting the link, fill out the required fields, all fields with
a **Red Asterisk** and select the ***Submit*** button.

## Portal:  General

ERA uses a web-based portal design to present the business processes to
ERA users.  In a conventional website, users navigate to locate content
of interest and everyone sees the same *version* of each page.  Portals
are very different because they deliver unique and customized views to
different people, presenting in one convenient desktop location a
personalized view of the diverse information and services relevant to
the individual who needs them.  The features and services a user sees
when logged in are tailored specifically to that user's role within the
NARA organization.

Portals achieve this by:

-   Identifying people - users need to login so the system knows the
    identity of the user (this is called identification and
    authentication)

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-   Distinguishing particular roles and relationships - the portal
    recognizes what applications or services a user's particular job
    requires and then grants the user access to those applications and
    services (this is called authorization).

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```
-   Aggregating and organizing all relevant content - the portal
    presents a particular view and allows the user to customize the
    manner in which information is displayed on the screen in order to
    suit their particular needs (this is called personalization).

## Portlet:  General

Within the Workbench are boxes which are called **portlets**.  Different
users will see different portlets based on their role and permissions.

Portlets provide a grouping of information, usually links to
applications and functions, and certain aspects of portlets are
configurable by the user (such as, move location on screen, minimize,
hide and the like).  Portlet content is not configurable by the user, as
shown below.

The workbench contains multiple portlets, and can also contain multiple
instances of a single portlet.  For example, you can put instances of a
portlet on multiple pages; so that if users don't have rights to view
one page with that portlet on it, they can see the portlet on a page
they do have rights to view.

The current ERA Portal contains the following portlets:

-   Login

-   Logout

-   Help

-   Notices

-   Inbox

-   MMI Task List

-   PIV (Post Ingest Verification) Task List

-   User Registration

-   *Update* Account

-   Reset Password

## Post Ingest Verification (PIV) Tasklist

The **PIV Tasklist** Portlet provides data related to the **Post Ingest
Verification** Task.  Users can select one of four view options:

-   Owned Tasks

-   Assigned Tasks

-   Claimed Tasks

-   Associated Tasks

Users can view the task, by selecting the title in the **PIV Tasklist,**
which is also a link.

Once a user selects a link from the **PIV Tasklist** and the **Transfer
Shipment Summary** screen is displayed, they can perform all tasks as
required.

## User Registration

The ERA User Registration is for non-account personnel to request access
to the ERA System. Users with an account to the ERA System do not need
to use this link.

**To register a new user**

1\.  Select the **User Registration** link from the ERA Homepage.  Note:
A separate window opens *(shown on the right)*

2\.  Enter the requesting information.  Note: User must fill in all
required fields (fields with a red asterisk).

3\.  Select the ***Submit*** button.

4\.  The requested information will appear in the ERA System Admin
inbox.

Note: The registration request is submitted via the ERA portal; a
Delegated Account Administrator receives the user's request and provides
access privileges based on the user's identification and role(s).  This
section also contains user and group administration, such as adding
groups, editing user information, suspending and terminating user
access, and the like.

## Workbench Customization

An ERA authorized user has the ability to customize and configure their
default workbench based on their roles and permissions. 

A Look and Feel is a selectable combination of skins and skeletons that
determine the physical appearance of a portal desktop or Workbench.
Skins provide the overall colors, graphics, and styles used by all
components in the Workbench user interface.  *Skeletons* are used, in
conjunction with skins, to render a portal.  They are the JSP files used
to render individual portal components, such as desktops, books, pages,
header, footers, and portlets.  The skeleton acts as the underlying
structure for the portal, with the skin providing the surface details. A
skeleton is combined with a skin to *create* a Look and Feel.

The following is a list of features and customizations that can be
selected by the user:

-   *[Change the menu (tabs) style]{.underline}*

-   Reorder Workbench items

-   *[Add book items]{.underline}*

-   *[Remove book items]{.underline}*

-   *[Add a new book]{.underline}*

-   Add a new page

-   Change the page layout

-   Add new items to the page

-   *[Remove items from the page]{.underline}*

-   *[Rename a page]{.underline}*

-   *[Move a page]{.underline}*

-   *[Rename a portlet]{.underline}*

-   Move a portlet

-   Change the theme

-   Change the portal look and feel.

Note:  It is **[strongly recommended]{.underline}** that new users do
not attempt to customize the items that are [underlined]{.underline} and
*italicized.*

### 1.  Adding Portlets

To add a portlet, perform the following steps:

1\.  Navigate to the ERA Homepage.

2\.  Enter the following:

-   User Name

-   Password

3\.  Click the ***Submit*** button.

4\.  Within ERA Portal **Workbench,** click the **Customize My Portal**
link, see Figure 7.

Note: The Customize view portal is displayed

5\.  Select the **Show Page Contents** check box

6\.  Select the **Portal** icon

7\.  Select the **Edit Contents** button

The screen below displays a view of what the user will see after the
check box next to "**Show Page Contents**" is selected.

-   Located at the top of the screen is the title "Portal Resources."

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-   The left of the screen displays various icons, representing
    different parts of the portal.  The user can select the icon for the
    feature to be changed, such as inbox and/or login view.

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```
-   The right part of the screen contains options that can be changes
    such as repositioning and renaming items on the workbench.

8\.  Select the **Workbench**

9\.  Select the **Edit Contents** button

The system displays notes to the left to aid  in using the **Portal
Configuration-Edit Book**. Options and menus are displayed on the right
side of the screen.

10\.  Select **Add New *Item***(s)

11\.  Within Add new item screen locate and select the item to add

12\.  Click **Save Changes**

13\.  Select the **Return to Portal** hyperlink

### 2.  Removing Portlets

To remove a portlet, perform the following steps:

1\.  Navigate to the ERA Homepage.

2\.  Enter the following:

-   User Name

-   Password

3\.  Click on **Submit** button.  Note: the ERA **Workbench** is
displayed

4\.  Within the **Workbench,** click on **Customize My Portal** link.

5\.  Select the **Show Page Contents** check box.

6\.  Select the box option from the **Portal Resources.**

7\.  Select **workbench** link.

8\.  Select the **Edit Contents** button.

9\.  From the displayed **portlets**, click on the portlet to be
removed, click the **Remove Item button**.

10\.  Within edit page, click **Save Changes.**

11\.  Click on the **Return to Portal** hyperlink located on right.

### 3.  Minimizing & Maximizing Portlets

To minimize and maximize a portlet, perform the following steps:

1\.  Within the Workbench, locate the desired porlet to minimize or
maximize.

2\.  To minimize, click the "Minimize" **icon** within the upper right
corner of the portlet

3\.  To maximize, click the "Maximize" **icon** within the upper right
corner of the portlet.

### 4.  Rearranging Rows & Column

To rearrange rows and columns in a portlet, perform the following steps:

1\.  Navigate to the ERA Homepage.

2\.  Enter the following:

-   **User Name**

-   **Password**

3\.  Select the **Submit** button.

4\.  Within workbench, click on **Customize My Portal** link.

5\.  Select **Customize Your View.**

6\.  Click **Workbench** page.

7\.  Select **Show Page Contents.**

8\.  Select box option from the **Portal Resources** screen.

9\.  Select the **Edit Contents** button.

10\.  Select item from the Layout dropdown list.

11\.  Change existing layout to desired layout (such as change existing
layout from one column to two column layout and the like).

12\.  Select the **Apply Layout** button.

13\.  Click **Save Changes**.

### 5.  Rearranging Portlets

To rearrange portlets, perform the following steps:

1\.  Within the **workbench,** click on **Customize My Portal** link.

2\.  Within the **Customize your view** of the Portal screen, click on
**Workbench** page.

3\.  Click on the **Edit Contents** button.  Note: Select (highlight) an
item and move it using the up/down and left/right arrows to arrange
portlet display in desired order.

4\.  Click on the **Save changes** button.

5\.  Click on the **Return to Portal** hyperlink.

### 6.  Changing Color Schema

To change color schemas in a portlet, perform the following steps:

1\.  Navigate to the ERA Homepage.

2\.  Enter the following:

-   **User Name**

-   **Password**

3\.  Select the **Submit** button.

4\.  Within the workbench, click on **Customize My Portal** link.

5\.  Navigate to the box titled **Portal Look & Feel**

6\.  Select the desired Portal Look & Feel from the drop down menu.
There are two options "**ERA Portal**" and "**ERA**"

7\.  Click **Apply Look & Feel.**

8\.  Select the link **Return to Portal**.

## Workbench:  General

A Workbench is a specific view of the ERA Portal, allowing for
variations based on characteristics of the authenticated user. For
example, a Records Scheduler and an *Access Reviewer* might both visit
the ERA Portal, but each will be shown the appropriate Workbench
tailored to their individual roles and functions. Each Workbench can
have a distinct look and feel, organization of pages and contents, and
set of available portlets or tools.

There is only one logical Workbench within the ERA web application. This
single Workbench is effectively a container for all the portlets and
tools within the portal. A Workbench contains all the portlets, content,
and look and feel elements necessary to *create* individual user views
of the ERA Portal.

The workbench below is an abstract concept for the *arrangement* of the
tools on a user's portal.  The workbench is the entire screen that is
displayed when the user logs into the ERA System. The end user can
configure the workbench view such as changing the color scheme and
layout of the various Portal.

Note: The entire screen is the \"Workbench\" and  the software that
provides the view is the \"Portal.\"

The workbench contains the following:

-   The name of the person logged in (usually listed at the top left of
    the page).  In the example above, the user is logged in is
    \"NmDod.\"

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-   A Fixed Toolbar that provides quick access to services, and support.
     The fixed toolbar is the same no matter what user is logged into
    the ERA System.  The toolbar will display on all pages except the
    home page.  The "**Help"** and "**What's New"** will not be
    displayed on the Homepage Toolbar.

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```
-   An Interactive Toolbar with a drop down menu to provides quick
    access to various system applications.  The menu will have a
    different look depending on the end user role and permissions.

```{=html}
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```
-   The portlets displayed on the rest of the page and the individual
    boxes' titles: **Help**, **Notices**, **PIV Tasklist**, **Inbox**,
    and **Tasklist.  **What an end user will see depends on their roles
    and permissions when they log into the ERA System.

 

# Asset Catalog

## Asset Catalog: Introduction

The Asset Catalog provides the capability to view lifecycle data for
assets

Lifecycle data are stored in the Asset Catalog throughout the life of an
asset starting from the moment it is created or ingested into the
system.

The Asset Catalog is a repository for this lifecycle data as collected
upon release from defined points of business processes in ERA.  Users
will not be able to modify the life cycle data of an asset using the
Browse Asset Catalogue application.

## Legal Transfer Instrument Browse

1\.  From the top menu, select **Transfers****Legal Transfers**
**Browse.**

2\.  From the left panel, select *Legal Transfer Instrument* ID. The
Legal Transfer Instrument Details are displayed in the right panel for
the selected Legal Transfer Instrument.

> •         **ID#**
>
> •         **Title**
>
> •         ***Record Group***
>
> •         **Agency**
>
> •         **Status**

3\.  Log out of the ERA system.

Note:  All authorized users with adequate access permissions have the
ability to browse for a Legal Transfer Instrument.

## Records Schedule Browse

Users with the proper access and privilege can search for a Records
Schedule.

1\.   Select **Scheduling** → ***Records Schedule*** → **Browse.**

2\.  Use the Scroll bar to locate a records schedule.

3\.  Select the + to expand the records schedule view.

> Note: Expanding the tree view for a records schedule will display the
> following:
>
> •         All records Schedule Items.
>
> •         Associated transfer requests.

4\.  Select the Records Schedule ID link.

> Note: The Browse Records Schedule screen refreshes to display the
> Records Schedule Details in the right frame of the screen.

5\.  Select the Records Schedule *Item* ID link.

## Transfer Plan Browse

User may be a Records Processor or a *Records Scheduler* to perform the
following procedure.

1\.  Select **Transfer** → **Transfer Plans** → **Browse.**

Note:  The Browse Asset Catalog screen is displayed.  Browse Asset
Catalog provides the capability to view lifecycle data for assets.
Lifecycle data is stored in the Asset Catalog throughout the life of an
asset starting from the moment it is created or ingested into the
system. The Asset Catalog is a repository for this lifecycle data as
collected upon release from defined points of business processes in
ERA.  Users will not be able to modify the life cycle data of an asset
using the Browse Asset Catalogue application.

2\.  Select the **+** next to a Records schedule to expand the view.

Note:  Expanding the tree view for a records schedule will display the
following:

-   All Transfer Plans

-   All Records Schedule Items

-   Associated transfer requests

3\.  Select the ***Transfer Plan* ID** link.

Note:  The Browse Asset Catalog screen will redisplay with the details
for the plan displayed in the right frame of the screen.

4\.  Select the ![](media/image52.jpeg){width="0.27152777777777776in"
height="0.2298611111111111in"} icon to view the summary detail for the
Transfer Plan.

Note:   The Asset Detail Summary page displays.  The Asset Detail
summary screen contains the following summary details: 

-   Summary

-   Referenced Assets

-   Extended Lifecycle Data

Note:  By default the user is directed to the Summary detail screen.

5\.  Select the ***Reference* Assets** tab.

6\.  Select the **Extended Lifecycle Data** tab.

Note:  The Extended Lifecycle Data screen displays the metadata
associated with the assets (files / records / business objects) as they
have moved through the ERA system.

## Transfer Request Browse

### Browse for a Transfer Request from the Asset Catalog

1\.  From the top menu, select **Transfers****Transfer Request**
**Browse.**

Note:  The Browse Asset Catalog screen is displayed. Disposition Items
associated with Transfer Requests are displayed.

2\.  From the left pane, select applicable *Disposition Item*.

Note: Transfer Requests are displayed including applicable subfolders
for *Transfer Plan* and Disposition Items.

3\.  Right Panel displays:

-   **ID \#**

-   **Title**

-   ***Record Group***

-   **Agency**

4.       Select the **View Details** icon (magnifying glass).  The Asset
Details Summary is displayed.

-   **Summary**

    -   **ID \#**

    -   **Asset Title**

    -   **Record Group**

    -   **Agency**

    -   **Date Added to Catalog**

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-   **Referenced Assets**

    -   **ID**

    -   **Asset**

    -   **Type**

    -   **Subtype**

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```
-   **Extended Lifecycle Data:**

    -   **Title**

    -   **External ID**

    -   **Asset Type**

    -   **Asset Sub Type**

    -   **Related Entity**

    -   **Source**

    -   **Language**

    -   **Created Date**

    -   **Event**

    -   **Component**

5\.  Log out of the ERA System.

Note:  All authorized users with adequate access permissions have the
ability to browse for a *Transfer Request*.

### Browse for a Transfer Request from Enterprise Content Management (ECM)

1\.  From the top menu, select **Transfers****Transfer Request**
**Browse from ECM.**

2\.  From the left panel, select Transfer Request ID; the following
Transfer Request Details are displayed in the right panel for the
selected Transfer Request.

-   **ID#**

-   **Title**

-   **Record Group**

-   **Agency**

-   **Status**

3\.  Log out of the ERA system.

Note:  All authorized users with adequate access permissions have the
ability to browse for a Transfer Request.

 

# Data Type Templates

## Data Type Templates: Introduction

Type topic text here.

 

# Ingest Processing

## Ingest Processing: Introduction

Type topic text here.

 

# Legal Transfer Instrument

## Approve a Legal Transfer Instrument

User must be a *NARA Manager* to perform the following tasks.

Note: All physical custodies must have been accepted prior to approval
of the *Legal Transfer Instrument*.

1\.  From the authorized user's **Inbox**, select the applicable Legal
Transfer Instrument that is in **Proposed** status. The Legal Transfer
Instrument details are displayed.

2\.  *Update* fields as necessary.

3.       Select ***Approve***.

Note: ** **The **Approve** and ***Reject*** buttons should be enabled
only for the signature block that matches the user's authorization and
if no prior decision has been made. For example, if the **Subordinate
NARA Manager** signs into the ERA system, the **Approve** and **Reject**
buttons for the authorized user's signature block are displayed.

Note:  When an approver selects the **Approve** or **Reject** button,
the **Approved By**: or **Rejected By** fields appear. The user's name
and title auto-populate from the user's profile and the current date is
entered in the **Date** field. Upon approval, the authorized user is
allowed to make necessary edits to the Legal Transfer Instrument.

## Browse  for a Legal Transfer Instrument

1\.  From the top menu, select **Transfers****Legal Transfers**
**Browse.**

2\.  From the left panel, select *Legal Transfer Instrument* ID. The
Legal Transfer Instrument Details are displayed in the right panel for
the selected Legal Transfer Instrument.

> •         **ID#**
>
> •         **Title**
>
> •         ***Record Group***
>
> •         **Agency**
>
> •         **Status**

Note:  All authorized users with adequate access permissions have the
ability to browse for a Legal Transfer Instrument.

## Cancel a Legal Transfer Instrument

Note:  Only a *Legal Transfer Instrument* in **Draft** state can be
cancelled.

User must be a Transfer Official, Transfer Staff, or *NARA Manager* to
perform the following steps.

1\.  From the authorized user's **Inbox**, select a Legal Transfer
Instrument in **Draft** state.

2\.  *Update* the **Privacy Act Notice Info** field.

3\.  Select **Cancel**.

4\.  Select **Yes** to confirm cancellation. 

Note: The ERA system will discard changes made to the **Privacy Act
Notice Info** field.

## Create a Legal Transfer Instrument

User must be a Transfer Official or Transfer Staff to perform the
following steps.

Note:  Transferring Entities will use the ERA web-interface to *create*
and *submit* a *Legal Transfer Instrument*.

Note:  An approved ***Transfer Request*** must exist with the ERA
System, prior to creating a Legal Transfer Instrument.

1\.  From the top menu select **Transfers \-- Legal Transfer  \-- Create
from Blank.**

2\.  Select the link to associate a Record Schedule *Item* with the
Legal Transfer Instrument.

3\.  Enter Record Schedule Item search criteria and select **Search**.

4\.  A list of *Records Schedule* Items is displayed.  Select applicable
Record Schedule.

Note: User is returned to the Legal Transfer Instrument main screen. 
The form is updated with:

-   Associated Record Schedule ID. 

-   Record Schedule Item Title

5\.  Select the link to associate a Transfer Request with the Legal
Transfer Instrument.

6\.  Enter Transfer Request search criteria and select **Search.** A
list of Transfer Requests is displayed. 

 

7\.  Select the applicable Transfer Request.

8\.  User is returned to the Legal Transfer Instrument main screen.  The
form is updated with:

-   Associated **Transfer Request ID**

-   Accession Number

-   Agency

-   *Disposition Instructions*

-   Transfer Request Access Restrictions

-   Records Type

-   Container List

Note: If the user selects **Search** without filling in any fields, all
Transfer Requests currently in the system will be returned. The
**Reset** button clears all fields.

9\.  Ensure all required fields are completed.

10\.  Select **Create**.

Note:  A notice that the Legal Transfer Instrument has been created and
the workflow has started appears on the screen.

Note: The ERA System will *update* the Legal Transfer Instrument status
to **Draft**.

## Delete a Legal Transfer Instrument

Note: Deletion of a *Legal Transfer Instrument* can only be done in
**Draft** state.

1\.  From the Authorized user's **Inbox**, select a Legal Transfer
Instrument in **Draft** state.  The Legal Transfer Instrument is
displayed to the user.

2\.  Select ***Delete***.  A message is displayed confirming the
deletion

3\.  Select **Yes**.

4\.  Navigate to **Home** and verify the deleted Legal Transfer
Instrument is not listed in the user's **Inbox**.

## Legal Transfer Instrument: Introduction

The Legal Transfer Instruments (LTI) application provides the functions
to manage LTI business objects associated with the transfer of legal
custody of records and assets to NARA. The processes in the LTI
application allow users to *create*, *update*, and store an LTI. The
physical storage location of an LTI in Enterprise Content Management
(ECM) or the Asset Catalog and managed storage depends upon what stage
in the business process the LTI is being accessed. Approved versions of
an LTI will be placed in managed storage accessible via the Asset
Catalog. If a *reference* *copy* of the approved LTI is accessed from
within ECM, it would be validated against the hash from the asset
catalog of the one in managed storage.

Each LTI corresponds to one or more *Transfer Request*. The LTI
application has a subset of pre-populated data elements from the
Transfer Request, plus accessioning information, such as accession
number.

Business rules will determine if it is permissible for transfer packages
to be accepted without an LTI (post creation) and if an LTI may be
approved without associated Transfer Packages (pre-creation).

This application provides the user interface necessary to create a new
LTI based on either a default or existing LTI. After validating that an
LTI has been properly created, it can be submitted to an approval
workflow. After the creation of an LTI, a workflow is implemented for
that LTI (the selection may be automatic). Subsequent requirements and
approval procedures are driven by the corresponding workflow.

A user can create a LTI anytime, but cannot accept legal custody until
ingest processing has been completed and physical custody has been
accepted.

## Reject a Legal Transfer Instrument

User must be a *NARA Manager* to perform the following steps.

1\.  From the authorized user's workbench, select a *Legal Transfer
Instrument* in **Proposed** status.

2\.  Select ***Reject***.

3\.  Navigate to **Home.**

4\.  From the user's **Inbox**, confirm the Legal Transfer Instrument's
status has been updated to **Draft**.

## Search for a Legal Transfer Instrument

1\.  Select **Transfers** →**Legal Transfers** → **Search**.

2\.  Enter the *Legal Transfer Instrument* search criteria and select
**Search**.** ** The Legal Transfer Instrument is displayed.

Note:  If **Search** is selected with all fields blank, all Legal
Transfer Instruments within the system will be displayed. The **Reset**
button clears all fields.

## Submit a Legal Transfer Instrument

User must be a Transfer Official or Transfer Staff to perform the
following steps

1\.  From the authorized user's **Inbox**, select a *Legal Transfer
Instrument* that is in **Draft** status. The Legal Transfer Instrument
is displayed.

2\.  *Update* the fields as necessary.

3\.  Select ***Submit***.

-   Select ***Delete*** to delete the Legal Transfer Instrument.

-   Select **Save** to save and exit Legal Transfer Instrument.

-   Select **Cancel** to disregard entries, and close screen for Legal
    Transfer Instrument.

Note: The LTI workflow will move the LTI to the required individuals
**Inbox** for actions. Authorized users with write permission can select
the LTI for editing, updating, and forwarding to the next step in the
workflow, which will move the LTI's status from **Draft** to **Propose**
to **Approval**.

Note:  The ERA System will:

-   Update the Legal Transfer Instrument status to **Proposed**.

-   Perform validation on the entered data and report errors back to the
    user.

-   Save the document and forward the document to the next step in the
    process.

## Track a Legal Transfer Instrument

User must be a Transfer Official, Transfer Staff or *NARA Manager* to
perform the following steps.

1\.  From the Authorized user's **Inbox**, view the status of all Legal
Transfer Instruments.

## Update a Legal Transfer Instrument

Updates to the *Legal Transfer Instrument* depend on the state of the
LTI.  When an LTI is in **Draft** status, the only role that is
permitted to *update* the LTI is the *Transferring Official*

1\.   From the authorized user's **Inbox**, select a Legal Transfer
Instrument that is in **Draft** state.  The Legal Transfer Instrument is
displayed. The only field that can be updated  is \"Type of Legal
Transfer.\"

2\.  Update the **Type of Legal Transfer** field (if appropriate).

3\.  Select ***Submit***.

Note: The ERA System will update the Legal Transfer Instrument status to
**Proposed**.

## View a Legal Transfer Instrument

Note: All Authorized users with access permissions can view the Legal
Transfer Instrument in its various states.

1\.  Select a ***Legal Transfer Instrument*** to view from the user's
**Inbox**.

2\.  Legal Transfer Instrument is displayed.  Click **Cancel**.

 

# Packaging Tool

## Create a Transfer Shipment Using the ERA Packaging Tool

This procedure allows a *Transferring Official* to *create* a *transfer
shipment* utilizing the ERA Packaging Tool both from within the ERA
system and a standalone (not connected) environment.

Requirements

-   A set of files comprised of multiple file types must be available on
    one or more drive(s).

-   An approved *Transfer Request* for which physical custody has not
    yet been accepted must be available to associate with Transfer
    Shipments.

-   The files must contain at least one composite file that is supported
    by ERA.

1\. From the top menu select **\"Tools \-- Packaging Tool.\"**  Note,
the packaging tool is launched.

2\. Select the Shipment tab, and enter the following contact
information:

-   Name

-   Street (address)

-   City

-   State

-   Zip

-   Phone

-   Email.

3\. Select a Transfer Method, either:

-   VLAN Transmission (1GB)

-   DVD-ROM (4GB)

-   CD-ROM (650MB)

4\. Enter the search criteria in the \"Associated Transfer Request\"
section.

5\. Select the Search button to start the search or the Reset button to
clear all fields. Note the ERA System will:

-   Invoke the search process.

-   Return the selected Transfer Request.

6\. Select a Transfer Request by highlighting a row. Note, the system
will only allow the selection of one Transfer Request ID.

7\. Select \"Associate\" to select the Transfer Request or the \"Reset\"
button to start over.

8\. Click on the Data Files Tab.

9\. Expand the "C:\\" folder (or the designated folder) under the File
System Structure.

10\. Drag and drop the selected files from the C:\\ folder into the
\"Shipment\" folder in the Shipment Structure frame.

11\. If a file is \"*associated documentation*\" rather than record
material, select \"Move to Associated Documentation.\"

12\. Select \"File \--Save.\"  Note the \"Save\" screen will appear

13\. Select a location (Save In)

14\. Select a File Name to save the file

15\. Select the Save button.  Note an ERA Message screen with status
will appear

16\. Select the OK button

It also is possible to generate a Container Listing (see separate Help
file)

## Generate a Container

The procedures below starts after a shipment has been created and the
files had been saved

1\. Select **\"Build \-- Generate Container.\"**  Note the Save screen
will appear.

2\. Select a location (Save In) to save the file

3\. Select a File Name to save the file

4\. Select the Save button.  Note an ERA Message screen with status will
appear

5\. Select the OK button

## Generate a Manifest

The procedures below starts after the *transfer shipment* has been
created and the files had been saved

1\. Select **\"Build \--Generate Manifest.\"**  Note the Save screen
will appear

2\. Select a location (Save In) to save the file

3\. Select a File Name to save the file

4\. Select the Save button.  Note an ERA Message screen with status will
appear

5\. Select the OK button

## Packaging Tool: Introduction

The Packaging Tool allows a *Transferring Official* to *create* a
transfer shipment both from within the ERA system and from a standalone
(not connected) environment.

Requirements

-   A set of files comprised of multiple file types must be available on
    one or more drive(s).

-   An approved *Transfer Request* for which physical custody has not
    yet been accepted must be available to associate with Transfer
    Shipments.

-   The files must contain at least one composite file that is supported
    by ERA.

 

# Records Schedules

## Add Records Schedule Items and Overviews to an Existing Overview

Note: The *Records Scheduler* can *create* a Disposition Overview only
when they have access to the Record schedule through their workbench.

Note: For the *Certifying Official* to create a disposition overview
they must be logged in to the system and a message appears in their
inbox that a Records Schedule has been submitted and the status is
"Submitted for Certification."

Note: For the Level 1 Appraiser Manager to create a disposition overview
they must be logged in to the system and a message appears in their
inbox that a Records Schedule has been submitted and the status is
"Appraiser Reviewed.\"

Note: For the Level 2 Appraiser Manager to create a disposition overview
they must be logged in to the system and a message appears in their
inbox that a Records Schedule has been submitted and the status is
"Appraiser Manager 1 Approved."

Note: For the Level 3 Appraiser Manager to create a disposition overview
they must be logged in to the system and a message appears in their
inbox that a Records Schedule has been submitted and the status is
"Appraiser Manager 2 Approved."

1\.  Select the link to the **Records Schedule** from the Inbox.

2\.  Select the ***Item* Info** tab.

3.       Select the **Checkbox** for the Disposition Overview.

4.       Select the **Add Item** button.

5.       Complete the Records Schedule Items and select the **Save** and
**Done** buttons.

6.       Select the **Checkbox** for the Disposition Overview.

7.       Select the **Add Overview** button.

8.   Complete the Overview Details and select the ***Update*** button.

Note:  A Records Schedule Item cannot have an overview or another
records schedule item as a child.  If the user attempts to add either of
the items to a Records Schedule Item, an exception message will be
displayed.

## Approve a Records Schedule: Appraiser Manager Level 1

Note: The Level 1 Appraiser Manager is logged in and the workbench is
displayed.  A message appears in the manager\'s Inbox that an "Appraiser
Reviewed" *Records Schedule* is waiting for review.

1\.  Select the link to the **Records Schedule** from the inbox

2\.  Select the **NARA Info** tab

3\.  Select the ***Approve*** checkbox.

Note: The NARA Info screen refreshes and a Signature block and *Submit*
button are displayed.  The information visible in the signature block
matches the user's authorization.

4\.  Select the **Approve** button.

Note: The Records Schedule is saved and a confirmation message is
displayed.  The status of the Records Schedule is "Appraiser Manager 1
Approved." A task is sent to the *Records Appraiser* Managers belonging
to the Records Appraiser *record group*.

Note: Selecting the Approve button buttons initiates verifications and
validations processes that are performed by the ERA system.  The system
verifies and validates that all required fields have data values entered
and that the values entered are legitimate (for example, , Date fields
are present and are entered correctly in the MM/DD/YYYY format).

Note: Selecting the Cancel button does not initiate verification or
validation activities; all of the information entered by the user is
discarded. 

## Approve a Records Schedule: Appraiser Manager Level 2

The user must be a Level 2 Appraiser Manager to perform the following
steps:

Note: The Level 2 Appraiser Manager is logged in and the workbench is
displayed.  A message appears in the manager\'s inbox that an "Appraiser
Manager 1 Approved" *Records Schedule* is waiting for review.

1\. Select the link to the **Records Schedule** from the inbox.

2\. Select the **NARA Info** tab.

3\. Select the ***Approve*** checkbox.

Note: The NARA Info screen refreshes and a Signature block and *Submit*
button are displayed. The information visible in the signature block
matches the user's authorization.

4\.  Select the **Approve** button.

Note: The Records Schedule is saved and a confirmation message is
displayed.  The status of the Records Schedule is "Appraiser Manager 2
Approved." A task is sent to the *Records Appraiser* Managers belonging
to the Records Appraiser *record group*.

Note: Selecting the Approve button buttons initiates verifications and
validations processes that are performed by the ERA system.  The system
verifies and validates that all required fields have data values entered
and that the values entered are legitimate (for example, date fields are
present and are entered correctly in the MM/DD/YYYY format).

Note: Selecting the Cancel button does not initiate verification or
validation activities; all of the information entered by the user is
discarded. 

## Approve a Records Schedule: Appraiser Manager Level 3 

The user must be a Level 2 Appraiser Manager to perform the following
steps:

Note: The Level 2 Appraiser Manager is logged in and the workbench is
displayed.  A message appears in the manager's inbox that an "Appraiser
Manager 2 Approved" *Records Schedule* is waiting for review.

1\.  Select the link to the **Records Schedule** from the inbox.

2\.  Select the **NARA Info** tab.

3\. Select the ***Approve*** checkbox.

Note: The NARA Info screen refreshes and a Signature block and *Submit*
button are displayed.  The information visible in the signature block
matches the user's authorization.

4\.  Select the **Approve** button.

Note: The Records Schedule is saved and a confirmation message is
displayed.  The status of the Records Schedule changes to \"Approved."

Note: Once the Records Schedule reaches the \"Approved" state, the
system invokes the Release from ECM to Managed Storage orchestration.

Note: Selecting the Approve button buttons initiates verifications and
validations processes that are performed by the ERA system.  The system
verifies and validates that all required fields have data values entered
and that the values entered are legitimate (for example, date fields are
present and are entered correctly in the MM/DD/YYYY format).

Note: Selecting the Cancel button does not initiate verification or
validation activities; all of the information entered by the user is
discarded.

## Browse for a Records Schedule

Users with the proper access and privilege can search for a Records
Schedule.

1\.   Select **Scheduling** → ***Records Schedule*** → **Browse.**

2\.  Use the Scroll bar to locate a records schedule.

3\.  Select the + to expand the records schedule view.

> Note: Expanding the tree view for a records schedule will display the
> following:
>
> •         All records Schedule Items.
>
> •         Associated transfer requests.

4\.  Select the Records Schedule ID link.

> Note: The Browse Records Schedule screen refreshes to display the
> Records Schedule Details in the right frame of the screen.

5\.  Select the Records Schedule *Item* ID link.

## Certify a Records Schedule

The user must be a *Certifying Official* to perform the following steps:

Note: The Certifying Official is logged in and the workbench is
displayed.  A message appears in the Certifying Official's inbox that a
*Records Schedule* is pending certification.

1\.  Select the link to the **Records Schedule** from the inbox.

2\.  Select the **Agency Certification** checkbox.

Note: The General Info screen refreshes and a Signature block and
Certify button are displayed.  The information visible in the signature
block matches the user's authorization

3\.  Select the **Certify** button

Note: The Records Schedule is saved and a confirmation message is
displayed.  The status of the Records Schedule is "Proposed." A task is
sent to the Record Appraiser belonging to the Record Schedulers *record
group*.

Note: Selecting the Certify button initiates verifications and
validations processes that are performed by the ERA system.  The system
verifies and validates that all required fields have data values entered
and that the values entered are legitimate. (for example, date fields
are present and are entered correctly in the MM/DD/YYYY format).

Note: Selecting the Cancel button does not initiate verification or
validation activities; all of the information entered by the user is
discarded.

## Create a Disposition Overview

Note: The *Records Scheduler* can *create* a Disposition Overview only
when they have access to the Record schedule through their workbench.

Note: For the *Certifying Official* to create a disposition overview
they must be logged in to the system and a message appears in their
inbox that a Records Schedule has been submitted and the status is
"Submitted for Certification."

Note: For the Level 1 Appraiser Manager to create a disposition overview
they must be logged in to the system and a message appears in their
inbox that a Records Schedule has been submitted and the status is
"Appraiser Reviewed."

Note: For the Level 2 Appraiser Manager to create a disposition overview
they must be logged in to the system and a message appears in their
inbox that a Records Schedule has been submitted and the status is
"Appraiser Manager 1 Approved." 

Note: For the Level 3 Appraiser Manager to create a disposition overview
they must be logged in to the system and a message appears in their
inbox that a Records Schedule has been submitted and the status is
"Appraiser Manager 2 Approved." 

1\.  Select the link to the **Records Schedule** from the inbox.

2.  Select the ***Item* Info** tab.

Note:  By selecting the **Item Info** tab, the user is directed to the
location in the business object where a Disposition Overview can be
created. 

3.       Select the **Add Disposition Overview** icon

4.       Enter an **Overview Title**

5.       Enter an **Overview *Description***

7.       Select the ***Update*** button.

Note: If the user selects the **Cancel** button, the Disposition
Overview will not be added.

## Create a Records Schedule from Blank 

Upon logging in, the Records Scheduler workbench will include a module
for scheduling.  Two of the links in the module will be to *create* a
*Records Schedule* from Blank and create a Records Schedule from
Existing. 

The user must be a Records Scheduler to perform the following steps.

1.       Select **Scheduling \--** **Records Schedule \--** **Create
from Blank**

2\.  Enter and select all required information to complete the Records
Schedule General screen.

Note: The following data is required to complete this screen:

-   **Records Schedule ID (System Generated)**

-   **Records Scheduler First Name**

-   **Records Scheduler Last Name**

-   **Records Scheduler Title**

-   **Name of Creating Agency**

-   **Record Group Number**

-   **Schedule Subject**

-   **Records Schedule Applies to \...\"**

-   **Legacy Indicator**

-   **Last Name of Contact Person**

-   **Internal Agency Concurrences Will be Provided**

Note: The Agency or Establishment and the *Record Group* fields are auto
populated and appear static if the Record Scheduler belongs to one
agency or establishment and only one record group exists for that
agency.  If the Records Scheduler belongs to multiple agencies or
records groups, they will have to select the appropriate agency or
establishment and record group from menu lists.

3\.  Select the **Save** button

Note: The Records Schedule workflow is started, pending schedule ID \#
is assigned, and the status of the Records Schedule is "Draft".

Note: Selecting the Cancel button does not initiate verification or
validation activities; all of the information entered by the user is
discarded. 

4.       Select the ***Item* Info** tab

.

Note: By selecting the **Item Info** tab, the Records Scheduler is
directed to a location in the form where Records Schedule Items are
created.

Each Records Schedule can contain one or more Record Schedule Items. 
Each Records Schedule Item contains a *Disposition Instruction*   The
Disposition Instruction mandates what is to be with *Documentary
Material* at certain points in their lifecycle.  A Records Schedule Item
may or may not contain a *Cutoff Instruction*.  The Cutoff Instruction
identifies a point where Records can be broken into a regular segment
that can be disposed of as a block.  (Note: A cutoff interval is often
based on a recurring date, such as end of month or fiscal year, or an
event, such as contract payoff.  The disposition of Records within a
*series* may be determined by the cutoff date, rather than the date of
creation or receipt, allowing a group of Records created or received
over a period to be disposed of in one action.)

Creating a Records Schedule Item is the linear extension of the
activities required to complete the creation of a Records Schedule.  The
process stops being linear, after the first records schedule item is
completed.  (For example, a Records Scheduler may add some general
information, then add schedule items, then go back and add information
that is more general.  The user-interface supports this by allowing the
Records Scheduler to click on the General Info and Item Info tabs when
needed.)

5.       Select the **Add Records Schedule** **Item** icon

6.    Enter all required information to complete the Records Schedule
Item screen and select the **Save** button

Note: The following data is required to complete this screen:

-   **Title**

-   ***Description***

-   **GAO Concurrence Required**

-   **Explanation of Limitation**

-   **Final Disposition**

Note: There are two types of final disposition parameters for record
schedules items, temporary and permanent.  Different fields are
displayed based upon which Final Disposition is selected.

Note: There are inherited parent / child dependencies when optional
fields are selected in the object.  Based upon those dependencies, other
fields in the object may become required fields the Records Scheduler
will need complete prior to selecting the next step.

7\.  Select the **Save** button

8\.  Select the **Done** button

9\.  Select the **General Info** tab

10\.  Select the ***Submit* for Certification** button.

Note: The Records Schedule is saved and a confirmation message is
displayed.  The status of the Records Schedule is "Submitted for
Certification." A task is sent to the *Certifying Official* belonging to
the Record Schedulers record group.

Note: Selecting the Save and Done buttons initiates verifications and
validations processes that are performed by the ERA system.  The system
verifies and validates that all required fields have data values entered
and that the values entered are legitimate. (for example, date fields
are present and are entered correctly in the MM/DD/YYYY format).

Note: Selecting the Cancel button does not initiate verification or
validation activities; all of the information entered by the user is
discarded. 

## Create a Records Schedule From Existing

The user must be a *Records Scheduler* to perform the following steps.

1\.   Select **Scheduling \--** **Records Schedule \--** ***Create* from
Existing.**

2\.  Enter or select search criteria and select the **Search** button.

Note: The search screen will refresh to display a list of the existing
records schedules that match the criteria of the users search.

3\.  Select the **Records Schedule ID** link in the Search Results list.

4\.  Modify the existing data in all required information to complete
the Records Schedule General screen.

Note: The following data is required to complete this screen:

-   **Records Schedule ID (System Generated)**

-   **Records Scheduler First Name**

-   **Records Scheduler Last Name**

-   **Records Scheduler Title**

-   **Name of Creating Agency**

-   **Record Group Number**

-   **Schedule Subject**

-   **Records Schedule Applies to \...\"**

-   **Legacy Indicator**

-   **Last Name of Contact Person**

-   **Internal Agency Concurrences Will be Provided**

Note: The Agency or Establishment and the *Record Group* fields are auto
populated and appear static if the Record Scheduler belongs to one
agency or establishment and only one record group exists for that
agency.  If the Records Scheduler belongs to multiple agencies or
records groups then they will have to select the appropriate agency or
establishment and record group from menu lists.

5\.  Select the **Save** button.

Note: The Records Schedule workflow is started, pending schedule ID \#
is assigned, and the status of the Records Schedule is "Draft."

Note: Selecting the Cancel button does not initiate verification or
validation activities; all of the information entered by the user is
discarded. 

6.       Select the ***Item* Info** tab

Note: By selecting the **Item Info** tab, the Records Scheduler is
directed to the location in the form where Records Schedule Items are
created.

Each Records Schedule can contain one or more Record Schedule Item. 
Each Records Schedule Item contains a *Disposition Instruction. *  The
Disposition Instruction mandates what actions are to be with
*Documentary Material* at certain points in their lifecycle.  A Records
Schedule Item may or may not contain a *Cutoff Instruction*.  The Cutoff
Instruction identifies a point where Records can be broken into a
regular segment that can be disposed of as a block.  (Note: A cutoff
interval is often based on a recurring date, such as end of month or
fiscal year, or an event, such as contract payoff.  The disposition of
Records within a *series* may be determined by the cutoff date, rather
than the date of creation or receipt, allowing a group of Records
created or received over a period to be disposed of in one action.)

Creating a Records Schedule Item is the linear continuation of the
activities required to complete the creation of a Record Schedule.  The
process stops being linear, after the first records schedule item is
completed.  For example, a Records Scheduler may add some general
information, then add schedule items, then go back and add information
that is more general.  The user-interface supports this by allowing the
Records Scheduler to click on the General Info and Item Info tabs when
needed.

7.   Select the **Add Records Schedule** **Item** icon.

8.   Enter all required information to complete the Records Schedule
Item screen and select the **Save** button.

Note: The following data is required to complete this screen:

-   **Title**

-   ***Description***

-   **GAO Concurrence Required**

-   **Explanation of Limitation**

-   **Final Disposition**

Note: There are two types of final disposition parameters for record
schedules items, temporary and permanent.  Different fields are
displayed based upon which Final Disposition is selected.

Note: There are inherited parent / child dependencies when optional
fields are selected in the object.  Based upon those dependencies, other
fields in the object may become required fields the Records Scheduler
will need complete prior to selecting the next step.

9\.  Select the **Save** button

10\.  Select the **Done** button

11\.  Select the **General Info** tab

12\.  Select the ***Submit* for Certification** button.

Note:  The Records Schedule is saved and a confirmation message is
displayed.  The status of the Records Schedule is "Submitted for
Certification." A task is sent to the *Certifying Official* belonging to
the Record Schedulers record group.

Note: Selecting the **Save** and **Done** buttons initiates
verifications and validations processes that are performed by the ERA
system.  The system verifies and validates that all required fields have
data values entered and that the values entered are legitimate. (for
example, date fields are present and are entered correctly in the
MM/DD/YYYY format).

Note: Selecting the **Cancel** button does not initiate verification or
validation activities; all of the information entered by the user is
discarded.

## Create a Records Schedule Item

Note: *Records Schedule* Items are initially created by the Record
Scheduler when a Records Schedule is created.  The Records Schedulers
are required to *create* a least one schedule *item* to complete their
efforts in the workflow process.  *Certifying Official* and Appraiser
Managers (Levels 1, 2, and 3) also have the ability to create Record
Schedule Items.  These users can only create a Records Schedule Item
when they have access to the Record schedule through their workbench. 

Note: For the Certifying Official to create an item, they must be logged
in to the system and a message appears in their inbox that a Records
Schedule has been submitted and the status is "Submitted for
Certification." 

Note: For the Level 1 Appraiser Manager to create an item they must be
logged in to the system and a message appears in their inbox that a
Records Schedule has been submitted and the status is "Appraiser
Reviewed."

Note: For the Level 2 Appraiser Manager to create an item they must be
logged in to the system and a message appears in their inbox that a
Records Schedule has been submitted and the status is "Appraiser Manager
1 Approved." 

Note: For the Level 3 Appraiser Manager to create an item they must be
logged in to the system and a message appears in their inbox that a
Records Schedule has been submitted and the status is "Appraiser Manager
2 Approved." 

To create a Records Schedule Item, a user performs the following steps.

1\.  Select the link to the **Records Schedule** from the inbox.

2.     Select the **Item Info** tab.

Note: By selecting the **Item Info** tab, the Records Scheduler is
directed to the location in the form where Records Schedule Items are
created. 

Each Records Schedule can contain one or more Record Schedule Items. 
Each Records Schedule Item contains a *Disposition Instruction.*  The
Disposition Instruction mandates what is to be with *Documentary
Material* at certain points in their lifecycle.  A Records Schedule Item
may or may not contain a *Cutoff Instruction*.  The Cutoff Instruction
identifies a point where Records can be broken into a regular segment
that can be disposed of as a block.  (Note: A cutoff interval is often
based on a recurring date, such as end of month or fiscal year, or an
event, such as contract payoff.  The disposition of Records within a
*series* may be determined by the cutoff date, rather than the date of
creation or receipt, allowing a group of Records created or received
over a period to be disposed of in one action.)

Creating a Records Schedule Item is the linear continuation of the
activities required to complete the creation of a Record Schedule.  The
process stops being linear, after the first records schedule item is
completed.  For example, a Records Scheduler may add some general
information, then add schedule items, then go back and add information
that is more general.  The user-interface supports this by allowing the
Records Scheduler to click on the General Info and Item Info tabs when
needed.

3.       Select the **Add Records Schedule** **Item** icon

4.       Enter all required information to complete the Records Schedule
Item screen and select the **Save** button.

Note: The following data is required to complete this screen:

>          **Title**
>
>          **Does Agency have an associated Manual?**
>
>          **Is this a change to an approved schedule?**
>
>          **Media Neutrality**
>
>          **Final Disposition**
>
> •         **Temporary**
>
> •         **Permanent**

Note: There are two types of final disposition parameters for record
schedules items, temporary and permanent.  Different fields are
displayed based upon which Final Disposition is selected.

The following are the data fields for a Temporary Records Schedule Item.

The following are the data fields for a Permanent Records Schedule Item.

Note: There are inherited parent-child dependencies when optional fields
are selected in the object.  Based upon those dependencies, other fields
in the object may become required fields the Records Scheduler will need
complete prior to selecting the next step. The ERA system performs
verifications and validations to ensure these fields have the correct
values.

5\.  Select the **Done** button.

6\.  Select the **General Info** tab.

7\.  Select the **Save** button.

Note: The Records Schedule is saved and a confirmation message is
displayed.  The status of the Records Schedule will remain unchanged
until the user selects to *submit* the schedule for certification or
submit the schedule for approval.

## Delete a Disposition Overview

Note:  The *Records Scheduler* can only *delete* an Overview when they
have access to the Record schedule through their workbench.     

Note:  For the *Certifying Official* to delete a disposition overview
they must be logged in to the system, and the status of the Records
Schedule is "Submitted for Certification." 

Note:  For the Level 1 Appraiser Manager to delete a disposition
overview they must be logged in to the system and the status of the
Records Schedule is "Appraiser Reviewed."

Note:  For the Level 2 Appraiser Manager to delete a disposition
overview they must be logged in to the system and the status of the
Records Schedule is "Appraiser Manager 1 Approved." 

Note:  For the Level 3 Appraiser Manager to delete a disposition
overview they must be logged in to the system and the status of the
Records Schedule is "Appraiser Manager 2 Approved." 

1\.  Select the link to the **Records Schedule** from the inbox.

2.       Select the ***Item* Info** tab.

3.       Select a checkbox for a Disposition Overview and select the
**Delete** button.

Note:   Disposition Overviews can only be deleted individually.  Users
cannot select to delete multiple overviews.  If the user selects more
than one checkbox, an exception message is displayed.

4.       Select the **Ok** button.

Note:  The overview is removed from the Item Info screen.

Note:  If the user selects the Cancel button, the screen will refresh
and the overview will remain in the system.

## Delete a Records Schedule

The user must be a *Records Scheduler* to perform the following steps:

Note: Only Record Schedule in a "Draft" state can be deleted.

1\.  Select **Scheduling** → **Records Schedule** → **Search.**

2\.  Select the **Draft** checkbox and enter or select other search
criteria and select the **Search** button.

Note: The search screen will refresh to display a list of the existing
records schedules that match the criteria of the users search.

3\.  Select the **Records Schedule ID** link in the Search Results list.

4\.  Select the ***Delete*** button.

## Delete a Records Schedule Item

Note: A Records Scheduler can *delete* an *item* if they are logged in
to the system and the schedule status is "Draft."  The Records Scheduler
can delete the item from the *Records Schedule* Item screen.

Note: A Certifying Official can delete an item if they are logged in to
the system; a message appears in their inbox that a Records Schedule has
been submitted; and, the schedule status is "Submitted for
Certification."  Via the Records Schedule Item Screen, the Certifying
Official can delete items they created up until the point they *certify*
the Records Schedule.

Note: For the Level 1 Appraiser Manager to delete an item they must be
logged in to the system; a message appears in their inbox that a Records
Schedule has been submitted; and, the schedule status is "Appraiser
Reviewed."  Via the Records Schedule Item screen, the Level 1 Appraiser
Manager can delete any items they have created up until the point they
*approve* the Records Schedule.

Note: For the Level 2 Appraiser Manager to delete an item they must be
logged in to the system; a message appears in their inbox that a Records
Schedule has been submitted; and, the schedule status is "Appraiser
Manager 1 Approved."  Via the Records Schedule Item Screen, the Level 2
Appraiser Manager can delete items they created up until the point they
approve the Records Schedule.

Note: For the Level 3 Appraiser Manager to delete an item they must be
logged in to the system; a message appears in their inbox that a Records
Schedule has been submitted; and the schedule status is "Appraiser
Manager 2 Approved."  Via the Records Schedule Item Screen, the Level 3
Appraiser Manager can delete items they up until the point they approve
the Records Schedule.

To delete a Records Schedule Item, a user performs the following steps.

1\.  Select the link to the **Records Schedule** from the Inbox.

2\.  Select the **Item Info** tab.

3\.  Select the **Records Schedule Item** link

4\.  Select the **Delete** button

Note:  The deleted schedule item is removed from the Item Info screen.

## Delete a Records Schedule Item from the Item Info Screen 

Note: A *Records Scheduler* can *delete* an *item* if they are logged in
to the system and the schedule status is "Draft."  The Records Scheduler
can delete the item from the Item Info screen.

Note: A Certifying Official can delete an item if they are logged in to
the system; a message appears in their inbox that a Records Schedule has
been submitted; and, the schedule status is "Submitted for
Certification." Via the Item Info Screen, the Certifying Officials can
delete items they created and items created by the Records Scheduler up
until the point they *certify* the schedule.

Note: For the Level 1 Appraiser Manager to delete an item they must be
logged in to the system; a message appears in their inbox that a Records
Schedule has been submitted; and, the schedule status is "Appraiser
Reviewed." Via the Item Info Screen, the Level 1 Appraiser Manager can
delete items created by the Records Scheduler and Certifying Office up
until the point they *approve* the records schedule.

Note: For the Level 2 Appraiser Manager to delete an item they must be
logged in to the system; a message appears in their inbox that a Records
Schedule has been submitted; and, the schedule status is "Appraiser
Manager 1 Approved."  Via the Item Info Screen, the Level 2 Appraiser
Manager can delete items they created and any items created by the
Records Scheduler, Certifying Official and the Level 1 Appraisal
Manager.

Note: For the Level 3 Appraiser Manager to delete an item they must be
logged in to the system; a message appears in their inbox that a Records
Schedule has been submitted; and the schedule status is "Appraiser
Manager 2 Approved." Via the Item Info Screen, the Level 3 Appraiser
Manager can delete items they created and any items created by the
Records Scheduler, the Certifying Official, the Level 1 Appraisal
Manager, and the Level 2 Appraisal Manager.

To *create* a Records Schedule Item from the Item Info Screen, a user
performs the following steps:

1\.  Select the link to the **Records Schedule** from the inbox.

2\.  Select the **Item Info** tab

3\.  Select the checkbox for a Records Schedule item and select the
**Delete** icon.

4\.  Select the **Ok** button to confirm deletion.

Note: The deleted Record Schedule Items is removed from the Item Info
screen.

Note: Record Schedule Items can only be deleted individually.  Users
cannot select multiple Overview checkboxes to delete at one time.  If
the user selects more than one checkbox, an exception message is
displayed.

## Modify a Records Schedule -- General Info and Item Info

Note:  A Records Scheduler can modify a *Records Schedule* *Item* only
when they have access to the Record Schedule through their workbench and
the status of the Records Schedule is "Draft."     

Note:  A *Certifying Official* can modify a Records Schedule Item only
when they have access to the Record Schedule through their workbench and
the status of the Records Schedule is "Submitted for Certification."

Note:  A *Records Appraiser* can modify a Records Schedule Item only
when they have access to the Record Schedule through their workbench and
the status of the Records Schedule is "Proposed." The Records Appraiser
can only modify information in the NARA Info screen.

Note:  A Level 1 Appraiser Manager can modify a Records Schedule Item
only when they have access to the Record Schedule through their
workbench and the status of the Records Schedule is "Appraiser
Reviewed."

Note:  A Level 2 Appraiser Manager can modify a Records Schedule Item
only when they have access to the Record Schedule through their
workbench and the status of the Records Schedule is "Appraiser Manager 1
Approved." 

Note:  A Level 3 Appraiser Manager can modify a Records Schedule Item
only when they have access to the Record Schedule through their
workbench and the status of the Records Schedule is "Appraiser Manager 2
Approved." 

1.       Select the Records Schedule Item from the workbench.

2.       Modify any of the fields on the General Info screen.

3.       Select the **Save** button.

4\.  Select the **Items Info** tab.

Note:  The Records Scheduler can perform any the following:

> --        Add a Disposition Overview
>
> --        Modify an existing Disposition Overview
>
> --        *Delete* an existing Disposition Overview
>
> --        Reorder an existing Disposition Overview
>
> --        Move an existing Disposition Overview
>
> --        Add a Records Schedule Item
>
> --        Modify an existing Records Schedule Item
>
> --        Delete an existing Records Schedule Item
>
> --        Reorder an existing Records Schedule Item
>
> --        Move an existing Records Schedule Item

5\.  Select the **Save** button.

## Modify Records Schedule - NARA Info

Note:  A *Records Appraiser* can modify data on the NARA Info screen
only when they have access to the Record Schedule through their
workbench and the status of the *Records Schedule* is "Proposed."

Note:  A Level 1 Appraiser Manager can modify data on the NARA Info
screen only when they have access to the Record Schedule through their
workbench and the status of the Records Schedule is "Appraiser
Reviewed."

Note:  A Level 2 Appraiser Manager can modify data on the NARA Info
screen only when they have access to the Record Schedule through their
workbench and the status of the Records Schedule is "Appraiser Manager 1
Approved." 

Note:  A Level 3 Appraiser Manager can modify data on the NARA Info
screen only when they have access to the Record Schedule through their
workbench and the status of the Records Schedule is "Appraiser Manager 2
Approved." 

1\.   Select the Records Schedule *Item* from the workbench.

2\.  Select the **NARA Info** tab

3\.  Modify any existing data values.

4\.  Add new data values.

5\.  Select the **Save** button.

## Move a Records Schedule Item and an Overview Item

Users have the ability to change the hierarchy of the record schedule
items and overview items.

Note:  The Records Scheduler can change the hierarchy of the Record
Schedule and overview items only when they have access to the Record
schedule through their workbench and the status of the *Records
Schedule* is "Draft."     

Note:  For the *Certifying Official* to change the hierarchy of the
record schedule and overview items they must be logged in to the system
and the status of the Records Schedule is "Submitted for
Certification." 

Note:  For the Level 1 Appraiser Manager to change the hierarchy of the
record schedule and overview items they must be logged in to the system
and the status of the Records Schedule is "Appraiser Reviewed."

Note:  For the Level 2 Appraiser Manager to change the hierarchy of the
record schedule and overview items they must be logged in to the system
and the status of the Records Schedule is "Appraiser Manager 1
Approved." 

Note:  For the Level 3 Appraiser Manager to change the hierarchy of the
records schedule and overview items they must be logged in to the system
and the status of the Records Schedule is "Appraiser Manager 2
Approved." 

1\.  Select the link to the **Records Schedule** from the inbox.

2\.  Select the ***Item* Info** tab

3\.  Select the **checkbox** for a Record Schedule Item.

4\.  Select the **Move** button

5\.  Select the **checkbox** for the overview item desired to become the
parent of the records schedule item.

6\.  Select the ***Update*** button.

Note: If the user selects the Cancel button, the Item Info screen will
refresh and the hierarchy will remain unchanged.

7\.  Select the **checkbox** for an overview item.

8\.  Select the **Move** button.

9\.  Select the **checkbox** for an overview item that is to become
parent of the overview item being moved.

10\.  Select the **Update** button.

Note: If the user selects the Cancel button the Item Info screen will
refresh and hierarchy will remain unchanged.

## Records Schedules: Introduction

Records Scheduling is the business process by which Agencies request
disposition authority for Federal Records.  Agencies are required by law
to develop Records Schedules for all of their Records not covered by the
General *Records Schedule* (44 U.S.C.  3303.)  After reviewing their
Records, Agencies *submit* the schedules for NARA approval on a Request
for Records Disposition Authority.  Schedules may not be implemented
until NARA has approved them.

Ideally, the Records Scheduling Process takes place early in the
lifecycle of the Records.  In the digital environment, it may even take
place during the design of information systems.  Therefore, the Records
Scheduling Process also creates lifecycle metadata that will be crucial
for NARA's use at later dates.  ERA will capture this metadata and make
it available to authorized users.

## Reject a Records Schedule

Note:  A Level 3 Appraiser Manager can *reject* a schedule if the
schedule status is "Appraiser Manager 2 Approved." The schedule is
returned to the Level 2 Appraiser Manager.  The Status of the schedule
is "Appraiser Manager 1 Approved." A Level 2 Appraiser Manager can make
modifications to the schedule and re-approve or reject the schedule.  A
notification appears in the Level 2 Appraiser Manger's inbox.

Note:  A Level 2 Appraiser Manager can reject a schedule if the schedule
status is "Appraiser Manager 1 Approved."  The schedule is returned to
the Level 1 Appraiser manager.  The status of the schedule is "Appraiser
Reviewed." A Level 1 Appraiser Manager can make modifications to the
schedule and re-approve or reject the schedule. A notification appears
in the Level 2 Appraiser Manger's inbox.

Note:  A Level 1 Appraiser Manager can reject a schedule if the schedule
status is "Appraiser Reviewed."   The schedule is returned to the
Appraiser Manager.  The status of the schedule is "Proposed."   The
*Records Appraiser* can only **Reject** or ***Approve*** the schedule. 
They cannot modify the *Records Schedule*.

Note:  A Records Appraiser can reject a schedule if the schedule status
is, "Proposed." The schedule is returned to the Records Scheduler for
modifications or deletion.  The status of the schedule is "Draft2." The
schedule is returned to the Records Scheduler for modifications,
re-submission, or deletion.

Note:  A *Certifying Official* can reject a schedule if the schedule
status is "Submitted for Certification." The schedule is returned to
Records Scheduler for modifications or deletion. 

Note:   The option to reject a schedule is not available to the Records
Scheduler.

**Reject a Records Schedule:  NARA**

1\.  Select the Records Schedule *Item* from the workbench.

2\.  On the NARA Info screen, select the **Reject** button.

Note: The General Info screen is displayed and the status of the Records
Schedule is changed.

**Reject a Records Schedule:  Certifying Official**

1\.  Select the Records Schedule Item from the workbench.

2\.  On the General Info screen, select the **Reject** button.

Note:  Selecting the Cancel button does not initiate verification or
validation activities; all of the information entered by the user is
discarded. 

## Reorder an Overview Item

Users have the ability to reorder how the overview items are displayed
on the *Item* Info screen.

Note:  The Records Scheduler can reorder the display of the Records
Schedule Item only when they have access to the Record schedule through
their workbench and the status of the *Records Schedule* is
"Draft."     

Note:  For the *Certifying Official* to reorder the overview items they
must be logged in to the system and the status of the Records Schedule
is "Submitted for Certification." 

Note:  For the Level 1 Appraiser Manager to reorder the overview items
they must be logged in to the system and the status of the Records
Schedule is "Appraiser Reviewed."

Note:  For the Level 2 Appraiser Manager to reorder the overview items
they must be logged in to the system and the status of the Records
Schedule is "Appraiser Manager 1 Approved." 

Note:  For the Level 3 Appraiser Manager reorder, the overview items
they must be logged in to the system and the status of the Records
Schedule is "Appraiser Manager 2 Approved."

1\.  Select the link to the **Records Schedule** from the inbox.

2\.  Select the **Item Info** tab

3\.  Select a checkbox for one of the Overview items.

4\.  Select the **Reorder** button.

5\.  In the Record Tree Level frame, select an Overview item.

6\.  Use the **Up** and **Down** arrows to change the order of the item
selected in the tree.

7\.  Select the ***Update*** button.

Note: If the user selects the Cancel button, the Item Info screen will
refresh and order will remain unchanged.

## Reorder Records Schedule Items

Users have the ability to reorder how the *records schedule* items are
displayed on the *Item* Info screen.

Note:  The Records Scheduler can reorder the display of the Records
Schedule Item only when they have access to the Record schedule through
their workbench, and the status of the Records Schedule is "Draft."     

Note:  For the *Certifying Official* to reorder the records schedule
items they must be logged in to the system, and the status of the
Records Schedule is "Submitted for Certification." 

Note:  For the Level 1 Appraiser Manager to reorder the records schedule
items they must be logged in to the system, and the status of the
Records Schedule is "Appraiser Reviewed."

Note:  For the Level 2 Appraiser Manager to reorder the records schedule
items they must be logged in to the system, and the status of the
Records Schedule is "Appraiser Manager 1 Approved." 

Note:  For the Level 3 Appraiser Manager reorder, the records schedule
items they must be logged in to the system, and the status of the
Records Schedule is "Appraiser Manager 2 Approved." 

1\.  Select the link to the **Records Schedule** from the inbox.

2\.  Select the **Item Info** tab.

3\.  Select a checkbox for one of the Records Schedule Items.

4\.  Select the **Reorder** button

5\.  In the Record Tree Level frame, select an overview item.

6\.  Use the **Up** and **Down** arrows to change the order of the item
selected in the tree.

7\.  Select the ***Update*** button.

Note: If the user selects the Cancel button the Item Info screen will
refresh and order will remain unchanged.

## Search for a Records Schedule

Users with proper access and privileges may perform the following steps.

1\.  Select **Scheduling** → ***Records Schedule*** → **Search.**

2\.  Enter or select the search criteria and select the **Search**
button.

Note: The search screen will refresh to display a list of the existing
Records Schedules that match the criteria of the users search.

## Submit a Records Schedule

The user must be a *Records Appraiser* to perform the following steps:

Note: The Records Appraiser is logged in and the workbench is displayed.
A message appears in the Records Appraisers inbox that a *Records
Schedule* is "Proposed."

1\.  Select the link to the **Records Schedule** from the inbox.

2\.  Select the **NARA Info** tab

3\.  Select the ***Approve*** checkbox

Note: The NARA Info screen refreshes and a Signature block and *Submit*
button are displayed.  The information visible in the signature block
matches the user's authorization.

4\.  Select the **Submit** button.

Note: The Records Schedule is saved and a confirmation message is
displayed.  The status of the Records Schedule is "Appraiser Review."  A
task is sent to the Level 1 Appraiser Managers belonging to the Records
Appraiser *record group*.

Note: Selecting the Submit button initiates verifications and
validations processes that are performed by the ERA system.  The system
verifies and validates that all required fields have data values entered
and that the values entered are legitimate (for example, Date fields are
present and are entered correctly in the MM/DD/YYYY format).

Note: Selecting the Cancel button does not initiate verification or
validation activities; all of the information entered by the user is
discarded.

 

# Search

## Legal Transfer Instrument Search

1\.  Select **Transfers** →**Legal Transfers** → **Search**.

2\.  Enter the *Legal Transfer Instrument* search criteria and select
**Search**.** ** The Legal Transfer Instrument is displayed.

Note:  If **Search** is selected with all fields blank, all Legal
Transfer Instruments within the system will be displayed. The **Reset**
button clears all fields.

## Search Records Schedules

Users with proper access and privileges may perform the following steps.

1\.  Select **Scheduling** → ***Records Schedule*** → **Search.**

2\.  Enter or select the search criteria and select the **Search**
button.

Note: The search screen will refresh to display a list of the existing
Records Schedules that match the criteria of the users search.

## Search: Introduction

Users of the ERA System are able to conduct searches in support of
business activities.  In some cases, the user initiates the search
directly.  In other cases, the system performs a search in order to
support another business process, such as searching for a *Records
Schedule* *Item* as part of the *Transfer Request* process.

As the ERA System expands, search and dissemination functionality also
will expand in the future.

## Search Transfer Plans

User may be a Records Processor or a *Records Scheduler* to perform the
following procedure.

1\.  Select **Transfer** → **Transfer Plans** → **Search.**

2\.  Enter or select search criteria and select the **Search** button.

Note:  The search screen will refresh to display a list of the existing
transfer plans that match the criteria of the users search.

3\.  Select the ***Transfer Plan* ID** link in the Search Results list.

Note:  The Transfer Plan screen is displayed.

## Transfer Request Search

1\.  From the top menu, select **Transfers****Transfer Request**
**Search.**

Note:  The search screen is displayed.

2\.  Enter *Transfer Request* search criteria; select **Search.**

Note: If the user selects **Search** without filling in any fields, all
Transfer Requests currently in the system will be returned. The
**Reset** button clears all fields.

3\.  Transfer Requests are displayed

Note:  All authorized users with adequate access permissions have the
ability to search for a Transfer Request.

 

# Transfer Plan

## Browse for a Transfer Plan

User may be a Records Processor or a *Records Scheduler* to perform the
following procedure.

1\.  Select **Transfer** → **Transfer Plans** → **Browse.**

Note:  The Browse Asset Catalog screen is displayed.  Browse Asset
Catalog provides the capability to view lifecycle data for assets.
Lifecycle data is stored in the Asset Catalog throughout the life of an
asset starting from the moment it is created or ingested into the
system. The Asset Catalog is a repository for this lifecycle data as
collected upon release from defined points of business processes in
ERA.  Users will not be able to modify the life cycle data of an asset
using the Browse Asset Catalogue application.

2\.  Select the **+** next to a Records schedule to expand the view.

Note:  Expanding the tree view for a records schedule will display the
following:

-   All Transfer Plans

-   All Records Schedule Items

-   Associated transfer requests

3\.  Select the ***Transfer Plan* ID** link.

Note:  The Browse Asset Catalog screen will redisplay with the details
for the plan displayed in the right frame of the screen.

4\.  Select the ![](media/image52.jpeg){width="0.27152777777777776in"
height="0.2298611111111111in"} icon to view the summary detail for the
Transfer Plan.

Note:   The Asset Detail Summary page displays.  The Asset Detail
summary screen contains the following summary details: 

-   Summary

-   Referenced Assets

-   Extended Lifecycle Data

Note:  By default the user is directed to the Summary detail screen

5\.  Select the ***Reference* Assets** tab.

6\.  Select the **Extended Lifecycle Data** tab.

Note:  The Extended Lifecycle Data screen displays the metadata
associated with the assets (files / records / business objects) as they
have moved through the ERA system.

## Modify a Transfer Plan

User may be a Records Processor or a *Records Scheduler* to perform the
following:

1\.  Select **Transfer** → **Transfer Plans** → **Search.**

2\.  Enter or select search criteria and select the **Search** button.

Note:  The search screen will refresh to display a list of the existing
transfer plans that match the criteria of the users search.

3\.  Select the ***Transfer Plan* ID** link in the Search Results list.

Note:  The Transfer Plan screen is displayed.

Note:  The data displayed in the transfer plan is derived directly from
the values entered when the Records Schedule and Records Schedule *Item*
was created.  Users have the ability to modify or add to the Transfer
Information section and Estimated Dates section.

4\.  Modify any of the fields in the Transfer Information section.

Note:  There are inherited parent-child dependencies when optional
fields are selected in the object.  Based upon those dependencies, other
fields in the object may become required fields that the user will need
complete prior to selecting the next step.

5\.  Select the **Save Section** button.

6\.  Select the **Save** button.

Note:  Selecting the Save Section buttons initiates verifications and
validations processes that are performed by the ERA system.  The system
verifies and validates that all fields with the inherited parent-child
dependencies have the required data, and the data values entered are
legitimate. (for example, Date fields are present and entered correctly
in the MM/DD/YYYY format).

Note:  Users have the ability to add additional sections.

7\.  Select the **Add Section** icon.

Note: The Transfer Plan screen refreshes to display a new (sequentially
numbered) Transfer Information section.  Again, the data displayed in
the section is taken directly from the values entered when the Records
Schedule Item was created.

8\.  Modify any of the data fields and select the **Save Section**
button.

9\.  Select the **Save** button.

Note: Users have the ability to *delete* sections.

10\.  Select a transfer section from the drop down menu.

Note:  The screen will refresh to display the data for the specified
section.

11\.  Select the **Delete Section** icon.

12\.  Select the **Save** button.

Note:  The screen will refresh, the selected section is removed, and the
section drop down menu is renumbered to reflect the remaining sections
available in the plan.

Note:  Users have the ability to add estimated date values. 

13\. Enter a date in either the Estimated Date of Next Transfer or the
Estimate Date of Last Transfer screen.

14\. Select the **Save** button.

Note:  Selecting the **Cancel** button does not initiate verification or
validation activities; all of the information entered by the user is
discarded. 

## Search for a Transfer Plan

User may be a Records Processor or a *Records Scheduler* to perform the
following procedure.

1\.  Select **Transfer** → **Transfer Plans** → **Search.**

2\.  Enter or select search criteria and select the **Search** button.

Note:  The search screen will refresh to display a list of the existing
transfer plans that match the criteria of the users search.

3\.  Select the ***Transfer Plan* ID** link in the Search Results list.

Note:  The Transfer Plan screen is displayed.

## Transfer Plan: Introduction

A *Transfer Plan* is an agreement between NARA and the transferring
agency that specifies how documentary media covered by *Records
Schedule* Items will be prepared and physically transferred to NARA.

The Transfer Plan allows NARA to project future transfers, which can be
used to procure any software, hardware, or container space required to
facilitate the transfer design.  In addition, it provides space
management a tool for planning for preservation planning for electronic
records and non-electronic records; identification of ERA storage
requirements for electronic records; and staff workload planning for the
Transfer and Ingest Processes.

The Transfer Plan is automatically created by the ERA system after the
approval of a Records Schedule. While the Records Schedule can have
multiple Records Schedule Items, there is only one Transfer Plan created
for each schedule *item*.

The Transfer Plan contains all of the fields allowable for modifications
to a schedule item after a Records Schedule has been approved, which is
also known as "pen and ink" changes.

 

# Transfer Processing

## Checking Transfer Processing Status

The Initiate Transfer Processing operation is asynchronous. Once the
process is started,  the user will be notified on the interface using
green text.

The user will also be presented with an additional button, "Check
Status" to determine the status of the asynchronous process at any time.

The following figure depicts the ITP Application interface after a
"Check Status" button press when the Initiate Transfer Processing
operation has completed.   The user will be notified of the completion
with a status message in green text.   If an error occurred during the
operation, the user will be notified via status message in red text.

If the Initiate Transfer Processing operation has not yet completed, the
user will be notified  with a status message in red text.

If an error occurs during processing, the user will be notified of the
error in red text and will be directed to contact a system
administrator.

## Deleting Files from Transfer Processing

As part of the Initiate Transfer Processing application, the user lists
all files associated with a *Transfer Request*.

At this point the user has 2 options:

-   Process all files

-   *Delete* all files

The system does not permit the user to delete only one or two files.

If the user clicks on \"Delete All Files,\" the system will display a
notice upon successful completion of the action (deletion of all files
from the Transfer Target directory) .  

If an error occurs during the deletion the user will be presented with
an error message in red text.

## Launching the Initiate Transfer Processing Application

The user must be a *Transferring Official* to perform the following
steps:

1\.  Begin the application.  From the Main Menu, select \"**Tools \--
Initiate Transfer Processing**.\"

The system them displays the \"*Transfer Request* Search\"  screen.
  This screen helps locate the Transfer Request ID that will be used in
all ITP Application operations.

2\.  Search for the Transfer Request.  Fill in one or more fields  to
search for the Transfer Request.  The system will display the results

3\.  Select the Transfer Request

After the user selects a Transfer Request, the application workflow will
redirect the user to the ITP application interface.

4\.  List Files Within the Transfer Target Directory

The following figure depicts the initial ITP application screen
populated with the Transfer Request ID selected on the previous Transfer
Request search page.   In order to view files stored within a Transfer
Target directory the user presses the "List Files" button located on
this user interface.   The screen will be reloaded with a list of files
found within the Transfer Target Directory associated with the specified
Transfer Request ID.

The following figure depicts the screen result of pressing the "List
Files" button in the screen above.   Along with the file list, a success
message will be returned in green text.   If an error occurs locating
the directory, authenticating the user to the directory, or listing the
contents of the directory an error message will be returned in red
text.\
 

5\.  Initiate Transfer Processing on Listed Files

Select the **\"Process All Files\"** button at the bottom of the screen.

Because the Initiate Transfer Processing operation is asynchronous,
after the process is started the user will be notified on the interface
using green text.   The user will also be presented with an additional
button, "Check Status" to determine the status of the asynchronous
process.  If an error occurs starting the asynchronous process the user
will be notified of the error in red text.

## Transfer Processing: Introduction

Transfer Processing provides an ERA authorized *Transferring Official*
with the ability to indicate that transfer processing should begin.

It also provides the ability to search for, view, *delete*, and/or check
the status of Packaged and Unpackaged files that were loaded into Ingest
Working Storage (IWS).   

The following represents the functional view of Transfer Processing:

![](media/image53.png){width="5.996527777777778in" height="4.10625in"}

 

# Transfer Request

## Accept Transfer Request

**How to Accept Physical Custody** of a *Transfer Request*.

User must be a Records Processor or *NARA Manager* to perform the
following:

1\.  From the authorized user's Inbox, select an **Approved** Transfer
Request.

2\.  Review the Transfer Request to verify all necessary validations and
assessments have been made to **Accept** **Physical Custody**; enter
comments if necessary.

3\.  Select **Accept Physical Custody** for *Transfer Group*.

Note:  The ERA System will *update* the status to **Physical Custody
Accepted**.

## Approve Transfer Request

How to *Approve* a *Transfer Request*.

User must be a Transfer Staff to perform the following

1\.  From the authorized user's **Inbox**, select a **Proposed**
Transfer Request from the user's **Inbox**.

Note: On the **Transfer Details** tab, the Transfer Request displays the
Transfer Staff's approval as follows:

-   **Approved**

-   **Approved By:**

-   **Date:** 

-   **Title:**

2\.  Review the details of the Transfer Request and enter comments as
necessary.

3\.  Select **Approve**.

## Browse Transfer Requests

### Browse for a Transfer Request from the Asset Catalog

1\.  From the top menu, select **Transfers****Transfer Request**
**Browse.**

Note:  The Browse Asset Catalog screen is displayed. Disposition Items
associated with Transfer Requests are displayed.

2\.  From the left pane, select applicable *Disposition Item*.

Note: Transfer Requests are displayed including applicable subfolders
for *Transfer Plan* and Disposition Items.

3\.  Right Panel displays:

-   **ID \#**

-   **Title**

-   ***Record Group***

-   **Agency**

4.       Select the **View Details** icon (magnifying glass).  The Asset
Details Summary is displayed.

-   **Summary**

    -   **ID \#**

    -   **Asset Title**

    -   **Record Group**

    -   **Agency**

    -   **Date Added to Catalog**

```{=html}
<!-- -->
```
-   **Referenced Assets**

    -   **ID**

    -   **Asset**

    -   **Type**

    -   **Subtype**

```{=html}
<!-- -->
```
-   **Extended Lifecycle Data:**

    -   **Title**

    -   **External ID**

    -   **Asset Type**

    -   **Asset Sub Type**

    -   **Related Entity**

    -   **Source**

    -   **Language**

    -   **Created Date**

    -   **Event**

    -   **Component**

Note:  All authorized users with adequate access permissions have the
ability to browse for a *Transfer Request*.

### Browse for a Transfer Request from Enterprise Content Management (ECM)

1\.  From the top menu, select **Transfers****Transfer Request**
**Browse from ECM.**

2\.  From the left panel, select Transfer Request ID; the following
Transfer Request Details are displayed in the right panel for the
selected Transfer Request.

-   **ID#**

-   **Title**

-   **Record Group**

-   **Agency**

-   **Status**

Note:  All authorized users with adequate access permissions have the
ability to browse for a Transfer Request.

## Cancel Transfer Request

### How to Cancel a Transfer Request in the Draft State

User must be a Transfer Official to perform the following.

1\.  From the Authorized user's **Inbox**, select a *Transfer Request*
from the user's **Inbox** that is in **Draft** state.

2\.  *Update* the **Data Type** field.

3\.  Select **Cancel.  **Cancel confirmation message displayed.

4\.  Select **Yes** to confirm the cancellation. 

Note: The ERA System will discard changes made in the **Data Type**
field.

5\.  Navigate to **Home** and select the Transfer Request. The Transfer
Request is displayed.

6\.  Verify that changes made prior to cancellation were not saved.

7\.  Navigate to back to **Home.**

### How to Cancel a Transfer Request in the Proposed State

User must be a Transfer Official, Transfer Staff , Records Processor or
*NARA Manager* to perform the following

1\.  From the Authorized user's **Inbox**, select a Transfer Request in
**Proposed** state.

2\.  Select **Cancel. **

3\.  Select **Yes**.

Note:  The ERA System will display a dialog box with a message, "Are you
sure you want to perform this action."

Note:  This operation cancels the activity being performed.

4\.  Navigate to **Home.**

5\.  Verify Transfer Request is in **Propose** state.

## Create a Transfer Request

User must be a Transfer Official to perform the following steps.

Note: Only a Transfer Official can *create* a *Transfer Request*.
Transferring Entities will use the ERA web interface to create and
*submit* a Transfer Request.

Note:  An approved ***Records Schedule* *Item*** must exist in the ERA
System prior to creating a Transfer Request.

Note:  The **Transfer Details** tab is displayed upon creation of a
Transfer Request.

1\.  From the top menu, select **Transfers****Transfer Request**
**Create from Blank.**

2\.  Within the **General Info** section, complete all required fields
that are not auto-populated in the Transfer Request.

-   **Transfer Request ID** (auto-populated  upon  creation of the
    Transfer Request)

-   **Agency** (auto-populated  upon  attaching a Record Schedule Item)

-   ***Transfer Group* *Description***

-   **Record Schedule Item** (auto-populated upon searching for
    applicable Record Schedule Item)

Note:  All required fields must be completed prior to creating the
Transfer Request.

Note:  There are inherited parent/child dependencies when optional
fields are selected in the object.  Based upon those dependencies, other
fields in the object may become required fields and will need to be
filled in prior to submission.

3\.  Within the **Disposition Authority** section of the **General
Info** tab, complete all known information.

-   **Records Schedule Item Title** (auto-populated when Record Schedule
    Item is linked)

-   **Inclusive Date** (auto-populated if an inclusive date exists in
    the Record Schedule Item)

-   ***Series* Title**

-   ***Disposition Instructions*** (auto-populated if Disposition
    Instructions exists in the Record Schedule Item)

4\.  Within the **Access Restrictions** section of the **General Info**
tab, complete all known information.

Note: All fields are not required.

-   **No Restrictions** (check if applicable)

-   **Security Classification**

-   **Privacy Act Notice Info**

-   **FOIA Exemptions**

-   **Statutory Citation**

-   **Special Markings**

-   **Agency Restrictions**

-   **Handling Instructions**

5\.  Within the **Record Type** section of the **General Info** tab,
complete all required information:

-   **General Record Type**

-   ***Record Group* Number**

-   **Disposition Code**

-   **Date Type**

-   **Freeze Code** (not required)

-   ***Level of Service*** (not required)

6\.  Select **Create**.

Note: Upon creation of a Transfer Request, the following tabs are
enabled on the main **Transfer Request** screen:

-   **Transfer Details**

-   ***Original Order***

7\.  Select the **Transfer Details** tab.

8\.  Within the **Transfer Details** section of the **Transfer Details**
tab, complete all required fields:

-   **Transfer Group ID** (auto-populated upon creation of Transfer
    Request)

-   **Transfer Group Description** (populated from **General Info Tab**)

-   **Current Physical Location of Records**

-   **Destination of Physical Location of Records**

9\.  Within the **Transfer Method** section of the **Transfer Details**
tab, complete the following fields:

-   **Electronic Transfer of Records**

-   **Physical Transfer of Electronic Records on Media**

-   **Physical Transfer of Non-Electronic Records**

-   **Container List Details** (auto-populated from **Container List**
    section)

10\.  Within the **Container List** section of the **Transfer Details**
tab, complete the following fields:

Note:  Use the plus (+) and minus (-) function buttons to add and/or
*delete* fields from the **container List. ** Select **Save** to
*update* the number of containers in the list.

-    **\# of containers**

-   **ID Range**

-   **Container type**

11.   Within the **Contact Persons** section of the **Transfer Details**
tab, complete the following fields:

-   **First Name**

-   **Last Name**

-   **Title**

-   **Phone**

-   **Email**

Note: Multiple contact persons can be added by using the **Functions**
Menu within the **Contact Persons** section.

12.   Select the **Original Order** tab.

13.   Within the **Original Order** section of the **Original Order**
tab, complete the following fields:

-   **Transfer Request ID**

-   **Transfer Group ID**

-   **Transfer Group Description**

14.   Within the **Managed Records** section of the **Original Order**
tab, complete the following fields:

-   **Application Managed Records** (complete the parent field and
    applicable child field(s) as appropriate

-   **File System managed Records** (complete the parent field and the
    applicable child field(s) as appropriate

15.   Select **Submit**.

-   Select **Delete** to delete the Transfer Request.

-   Select **Save** to save and exit Transfer Request.

-   Select **Cancel** to disregard entries, and close screen for
    Transfer Request.

Note:  Selecting the **Submit** button initiates the approval process;
the Transfer Request is now submitted to NARA for Approval of Transfers.

Note:  The Transfer Request's status changes to **Proposed** state upon
successful submission.

16.   Navigate to **Home**, view authorized user's **Inbox** and verify
a Transfer Request has been created and is in the **Proposed** state.

Note:  User must be a Transfer Staff to perform the following tasks.

Note:  Upon initiating the Transfer Request workflow, the first step in
the workflow is to to transition the Transfer Request to the Inbox of
the authorized user (Transfer Official) for action. 

Note:  The ***Approve*/*Reject*** is only visible for the signature
block that matches the user's authorization and if no prior decision has
been made.

17.   Select link for applicable Transfer Request in **Proposed** state.

18.   Once Transfer Request is displayed, select **Approve** at bottom
of Transfer Request main screen.

19.   Select **Reject Additional Shipments** at bottom of Transfer
Request main screen.

Note: While the Transfer Request is in Draft state, the approval
signatures are not visible.

Note: When an authorized user selects the **Approve** or **Reject**
button, the **Approved By**, **Rejected By** and **Date** fields appear
on the **Transfer Details** tab. The user's name and title are
auto-populated from their profile and the current date is auto-populated
into the **Date** field.

Note: If **Reject** is selected, the Transfer Request will return back
to the previous approver's **Inbox** in the **Draft** or **Proposed**
state.

Upon selecting **Reject Additional Shipments**, Transfer Request is
accessible by:

-   Transfer Staff

    -   **Accept More Shipments**

    -   **Reject Physical Custody**

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```
-   *NARA Manager*

    -   **Reject Physical Custody**

    -   **Accept Physical Custody**

```{=html}
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```
-   Records Processor

    -   **Accept Physical Custody**

The user must be a Records Processor to perform the following procedure.

20.   Navigate to **My Workbench**, view authorized user's **Inbox** and
select a Transfer Request with the status of **No More Shipments**.

21.   Once Transfer Request is displayed, select **Accept Physical
Custody.**

Note:  While the Transfer Request is in Draft state, the **Accept
Physical Custody** action is not shown.

## Delete Transfer Request

User must be a Transfer Official or Transfer Staff to perform the
following

Note: Deletion of a *Transfer Request* can only be done in **Draft**
**state.**

1\.  From the authorized user's **Inbox**, select a Transfer Request to
*delete* from the **Working** task list.

2\.  Upon displaying Transfer Request, select **Delete**.  Deletion
confirmation message is displayed.

3\.  Select **Yes** to confirm deletion.

4\.  Navigate to **Home;** verify the deleted Transfer Request is not
listed in user's **Inbox**.

## Reject Transfer Request

1\.  From the authorized user's **Inbox,** select a *Transfer Request*
that is in the **Proposed** state.

2\.  Transfer Request is displayed to the user.  Select ***Reject***.

Note:  The Transfer Request's status is updated to **Draft**.

3\.  Navigate to **Home**.

4\.  From the user's **Inbox**, confirm the Transfer Request's status
has been updated to **Draft**.

## Search Transfer Request

1\.  From the top menu, select **Transfers****Transfer Request**
**Search.**

Note:  The search screen is displayed.

2\.  Enter *Transfer Request* search criteria; select **Search.**

Note: If the user selects **Search** without filling in any fields, all
Transfer Requests currently in the system will be returned. The
**Reset** button clears all fields.

3\.  Transfer Requests are displayed

Note:  All authorized users with adequate access permissions have the
ability to search for a Transfer Request.

## Submit Transfer Request

User must be a Transfer Official to perform the following

Note:  An approved *Records Schedule* *Item* (RSI) must exist in the ERA
System in order to *submit* the *Transfer Request* for approval.

1\.  Navigate to the Authorized user's **Inbox.**

2\.  Select a **Transfer Request** in the **Draft** status.

3\.  Select the **General Info** section and complete the required
fields.

-   **Transfer Request ID** (auto-populated  upon  creation of the
    Transfer Request)

-    **Agency** (auto-populated  upon  attaching a Record Schedule Item)

-   ***Transfer Group* *Description***

-   **Record Schedule Item** ( auto-populated upon searching for
    applicable Record Schedule Item)

4\.  Within the **General Info** tab, complete all known information in
the **Disposition Authority** section.

-   **Records Schedule Item Title** (auto-populated when Record Schedule
    Item is linked)

-   **Inclusive Date** (if an inclusive date exists in the Record
    Schedule Item, the Inclusive Date field is auto-populated)

-   ***Series* Title**

-   ***Disposition Instructions*** (auto-populated if Disposition
    Instructions exists in the Record Schedule Item)

5\.  Within the **General Info** tab, complete all known information in
the **Access Restrictions** section.

-   **No Restrictions** (check if applicable)

-   **Security Classification**

-   **Privacy Act Notice Info**

-   **FOIA Exemptions**

-   **Statutory Citation**

-   **Special Markings**

-   **Agency Restrictions**

-   **Handling Instructions**

6\.  Within the **General Info** tab, complete all required information
the **Record Type** section.

-   **General Record Type**

-   ***Record Group* Number**

-   **Disposition Code**

-   **Date Type**

-   **Freeze Code** (not required)

-   ***Level of Service*** (not required)

7\.  Select ***Create***.

Note:  Upon creation of a Transfer Request, the following tabs are added
to the main **Transfer Request** screen:

-   Transfer Details

-   *Original Order*

8\.  Select the **Transfer Details** tab.

9\.  Within the **Transfer Details** tab, complete the following fields
in the Transfer Detail section:

-   **Transfer Group ID** (auto-populated upon creation of Transfer
    Request)

-   **Transfer Group Description** (populated from **General Info Tab**)

-   **Current Physical Location of Records**

-   **Destination of Physical Location of Records**

10\.  Within the **Transfer Method** section of the **Transfer Details**
tab, complete the following fields:

-   **Electronic Transfer of Records**

-   **Physical Transfer of Electronic Records on Media**

-   **Physical Transfer of Non-Electronic Records**

-   **Container List Details** (auto-populated from **Container List**
    section)

11\.  Within the **Container List** section of the **Transfer Details**
tab, populate the following fields:

Note:  Use the plus (+) and minus (-) function buttons to add and/or
*delete* fields from the **container List. ** Select **Save** to
*update* the number of containers in the list.

-    **\# of containers**

-   **ID Range**

-   **Container type**

12\.  Within the **Contact Persons** section of the **Transfer Details**
tab, populate the following fields:

-   **First Name**

-   **Last Name**

-   **Title**

-   **Phone**

-   **Email**

Note: Multiple contact persons can be added by using the **Functions**
Menu within the **Contact Persons** section.

13\.  Select the **Original Order** tab.

14\.  Within the **Original Order** section of the **Original Order**
tab, complete the following fields:

-   **Transfer Request ID** (auto-populated)

-   **Transfer Group ID** (auto-populated)

-   **Transfer Group Description** (auto-populated)

15\.  Within the **Managed Records** section of the **Original Order**
tab, complete the following fields:

-   **Application Managed Records** (fill in the parent field and
    applicable child field(s) as appropriate

-   **File System managed Records** (fill in the parent field and the
    applicable child field(s) as appropriate

16\.  Click **Submit.**

Note:  Selecting the **Submit** button initiates the approval process;
the Transfer Request is now submitted to NARA for Approval of Transfers.

17\.  Navigate to **Home.**

18\.  From the authorized user's **Inbox**, verify the Transfer
Request's status has changed to **Proposed**.

## Track Transfer Request

User must be a Transfer Official, Transfer Staff, Records Processor, or
*NARA Manager* to perform the following.

1\.  From the Authorized user's **Inbox**, view the status of all
*Transfer Request*.

## Transfer Request: Introduction

A *Transfer Request* is a request or offer from a Transferring Entity to
transfer physical custody of documentary materials (Records) to NARA for
archival storage or Records Center storage and can also be used for an
agency's request for records.

The Transfer Request truly represents a request -- NARA can disapprove
the request to transfer, and nominally agencies cannot perform a
transfer without an approved request.  A single Transfer Request is
associated with a single *transfer group*, which is a body of
*Documentary material*. A Transfer group may be comprised of many
transfer shipments.

The Transfer Request must be accepted by NARA as a condition of ERA
processing electronic materials. A Records Processor will *approve* or
disapprove a recommendation to accept physical custody.

The Transfer Request provides for transfer of physical custody, whereas
the *Legal Transfer Instrument* provides for transfer of legal custody.
This approach allows NARA to pre-accession permanent electronic Records
to perform early preservation processing. It can take physical custody
of permanent electronic Records long before it takes legal custody.

This approach also clearly distinguishes between physical transfers
(which can occur from Agencies to Federal Records Centers (FRC), from
Agencies to the Archives, from FRC to the Archives, from non-FRC to the
Archives, from non-Federal Records Centers to Federal Records Centers,
between Archives facilities, and from Presidential Administration to the
Presidential Libraries) and legal transfers (which occur between the
records' legal custodian and the Archives).

## Update Transfer Request

User must be a Transfer Official, Transfer Staff, Records Processor, or
*NARA Manager* to perform the following steps.

Note: Updates by an authorized User to the *Transfer Request* depends on
the state of the Transfer Request in the workflow.  Once **No More
Shipments** is selected, updates are prohibited.

1\.  From the authorized user's **Inbox, s**elect a Transfer Request.

2\.  Select the **General Info** tab.

3\.  Edit and *update* the fields as necessary.

4\.  Select the **Transfer Details** tab.

5\.  Edit and update information as necessary.

6\.  Select **Save**.

Note: Authorized users have access to the Transfer request throughout
the various states of the Transfer Request workflow.

-   **Draft** State

    -   Transfer Official

    -   Transfer Staff

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```
-   **Proposed** State

    -   Transfer Staff

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```
-   **Approved** State

    -   Transfer Staff

    -   NARA Manager

    -   Records Processor

7\.  From the authorized user's **Inbox**, verify the Transfer Request
is in the **Draft** status.

## View Transfer Request

User must be a Transfer Official, Transfer Staff, Records Processor, or
*NARA Manager* to perform the following.

1\.  From the authorized user's **Inbox**, select a ***Transfer
Request*** to view.

2\.  Click **Cancel**.

Note:  All Authorized users with access permissions can view the
Transfer Request in its various states.

 

# Transfer Shipment

## Cancel Transmission of Transfer Shipment

1\. During file transfer, click the \"Break\"  button (Stop *Sign* icon
with an X) to cancel the transfer.

2\. Close the SFTP application.

## Disallow Transmission of Transfer Shipment

1\. Within the workbench Launch Access Management.

2\. Click on Transferring Official's last name (hyperlink) to change
access privilege. User name should match *Transferring Official* used
for this test case.

3\. Select Transferring Official user to change access privileges.

4\. Select Suspend.

## Monitor Transfer: General

Monitor Transfer is an application for monitoring transfers in the
Process Transfer process. Monitor Transfer allows users to search for
transfers, review the status of transfers, review the status of
individual files in a transfer, and navigate to the Virus Quarantine
application or Security Quarantine application to fix a file's problem.
Monitor Transfer also allows users to cancel and restart a transfer.

A *Transfer Group* is comprised of one or more shipments and is uploaded
to ERA into Ingest Working Storage (IWS) on the Ingest VLAN. Once a
complete *transfer shipment* has been transferred, Transfer Processing
may commence.

ERA provides the capability to monitor the status of the transfer
shipment as it moves through the various stages of transfer processing
and provides access to reports for information generated during transfer
processing.

## Monitor Transfer: Reports

1\. Select \"Transfers \-- Monitor Transfer \-- Report\"

2\. Click the \"Transfer Report\" tab.  View the Transfer Report and
check the data for accuracy

3\. Click the \"Security Scan Report\" tab  View the report and check
the data for accuracy

A Virus and Security Scan Report is a summary of the security scan,
virus scan, and integrity seal processes. This business object is
updated automatically by ERA when the virus and security scans are
performed.  The scans occur after upload to Ingest Working Storage.
(Renamed from Black Box Report)

4\.  Click the \"Virus Report\" tab.  View the report and check the data
for accuracy.

5\. Click the \"*Transfer Manifest* Verification\" tab  View the
Transfer Manifest Verification and check data for consistency

## Monitor Transfer: Search

1\. Select **\"Transfers \-- Monitor Transfer \-- Search\"**

Note, the Monitor Transfer search criteria screen displays.

2\. Fill in any or all of the following text boxes:

-   *Transfer Request* / Transfer ID

-   Agency

-   *Record Group*

-   Transfer Request Name

-   Status

-   Event type

-   Date, from and to

3\. Click the Search button.  Note:

-   Click the Reset button to clear all fields on the Monitor Transfer
    Search screen.

-   A search can be performed by just selecting the Event Type and
    selecting Search.

-   Displayed is the search result from the attributes entered.

4\. Select the desired Request to Transfer from the search result.

Note:

-   Displayed is the transfer information related to the selected
    Request to Transfer ID#.

-   There are five tabs along the top of the screen, Transfer Details,
    Transfer Report, Security Scan Report, Virus Report, and *Transfer
    Manifest* Verification, each with different information related to
    the transfer.

-   Each *Transfer Shipment*(s), and a shipment's corresponding files,
    where a report provides that level of granularity, are viewed in
    each of the above reports to confirm the proper transfer processing
    information has been captured and can be displayed to the user.

-   The button displayed at the bottom, View Report, Cancel Transfer,
    and Pause Transfer is only displayed on the Transfer Detail tab.

## Restart Transfer

1\. Select \"Transfers \-- Monitor Transfer \-- Search\"

2\. Fill any or all of the  following text boxes with valid data:

-   *Transfer Request* / Transfer ID

-   Agency

-   *Record Group*

-   Transfer Request Name

-   Status

-   Event type

-   Date

       

3\. Select Search

4\. Select the desired *transfer shipment* from the search result set
table to the left

5\. Select the Details button and click the mouse button

6\. Select the desired Transfer Shipment from the shipment table on the
left

7\. Click the Restart Transfer button

8\. Click OK button

## Transfer Manifest Verification

A *Transfer Manifest* is provided as part of the transfer for media
transfers that have been packaged using the Packaging Tool.  If the
Transfer Manifest is not provided (for example, for unpackaged media
transfers, or electronic transmissions), ERA automatically generates a
transfer manifest based on the files that have been transferred.

The Transfer Manifest Verification is the result of comparing the
Transfer Manifest to the actual contents of the transfer media. The
Transfer Process automatically creates the Transfer Manifest
Verification Report.

## Transfer Shipment:  Introduction

A *Transfer Group* is a body of Documentary Materials whose physical
transfer is authorized by a single Request to Transfer Physical Custody
and Receipt. The transfer group, which is also referred to as a
"transfer," is comprised of one or more transfer shipments. A *transfer
shipment* is a grouping of a subset of documentary materials within the
transfer group. Transfer shipments of electronic materials may be
created utilizing the ERA Packaging Tool, but is not required.

The ERA Packaging Tool may be utilized either within the ERA environment
via a web-interface or as a standalone entity on a transferring entity's
machine.

There are two modes by which records may be transferred to NARA:

-   Electronic

-   Non-electronic.

There are three fundamental kinds of transmission:

-   ­Electronic transmission via Secure FTP (File Transfer Protocol)
    client, COTS product

-   Electronic transmission via HTTPS Hypertext Transfer Protocol (HTTP)
    Secured using the Ingest Working Storage (IWS) File Upload Tool

-   ­Transmission via physical means (e.g., FedEx)

Electronic Records could either be:

-   ­Pre-packaged using ERA\'s packaging tools

-   ­Not pre-packaged

The term, "Packaged Records" refers to records (files) that have been
bundled using the ERA Packaging Tool and therefore have an associated
Transfer Shipment manifest that was created during the packaging
process. The term "Non-Packaged Records" refers to records (files) have
not been bundled using the ERA Packaging Tool and therefore do not have
an associated Transfer Shipment manifest with them when they are
received into the ERA System.

Packaged Electronic Records could include:

-   ­ Manifest, which describes the data files within the package

-   ­ *Original Order*/Relationships, which describes the Records within
    the package (and their relationships to data files)

-   ­ Descriptive Metadata

-   ­ Integrity Seal on each data file

Electronic transmissions could be initiated by:

-   ­ Pull (i.e., NARA initiates the transmission), this is not covered
    in this section

-   ­ Push (i.e., the Agency initiates the transmission)

Push electronic transmissions could be initiated via:

-   A human-to-system interface via the web (e.g., as an Agency Records
    uploads the records to a web page)

-   A system-to-system interface (e.g., an Agency system automatically
    connects to ERA to transfer files, IWS File Upload tool)

-   A human-to-system interface via a client-side application (e.g., an
    Agency Records manager uses a client-side application such as SFTP
    to upload files to an ERA server).

## Transmit Transfer Shipment via HTTPS Using the Ingest Working Storage (IWS) File Upload

1\. From the top menu select **\"Tools \-- IWS File Upload\"**

2\. The system will take the user to the *Transfer Request* Search
screen to locate an approved Transfer Request.  

3\.  Select the Transfer Request ID.  The system generates the screen
for Ingest Working Storage File Upload and pre-populates the Transfer
Request ID.

4\. Use the \"Browse\" button to select a single file to upload

Once \"Browse\" is clicked, a  \"file chooser\" dialog is displayed.
 This dialog will allow the user to select a single file from the user's
local workstation for the HTTPs upload operation.   

After a file is selected, the path to the file will be displayed within
the HTTPs Upload Application interface's "File" input box.

5\. Press \"*Submit*\" to initiate the upload operation

When the field upload operation is successful,  a message will be
displayed to the user in green text on the top of the page.   In the
case of an operation failure, the user will be notified with a message
 in red text on the top of the page.

## Transmit Transfer Shipment via SFTP Connection

Notes:

-   Ensure the SFTP Client is installed

-   Know the FTP location/path for the designated folder(s) in Ingest
    Workstation Station.

1\. Launch the SFTP software.

2\. Select **\"File \-- Connect\"**

3\. Verify that the appropriate Site Name is selected

4\. Select the Connect button.

5\. From the left-hand side window navigate to and select the folders/
files to transfer.

6\. Pick the target folder in the right-hand window. This must
correspond to the appropriate *Transfer Request* ID#.

7\. Click the Right Arrow button to initiate the file transfer.

8\. Verify that the SFTP client displays the estimated time to complete
the transfer.  Note the ERA System moves files from the Transferring
Entity machine location to Ingest Working Storage.

9\. After transmission is complete, verify that a transfer complete
message or window is displayed.

10\. Log out of the ERA system.

## Use the Media Load Tool

NOTE:  The Media Load Tool is a standalone application.  It is not
accessed from the ERA menu.

1\.  *Copy* Media Files to the Tool's \"FILES_DIR\" (defined in
properties file)

2\.  Start the Media Load Tool application.  The following User
Interface is displayed:

3\.  Ensure that the Tool\'s \"CONTAINER_DIR\" (defined in the tool\'s
properties file) is empty.  This must be done prior to Tool processing

4\.  Enter the required information

5\.  Click the "Process Media" button to begin packaging media files

6\.  View success message popup.  

The figure below depicts the Media Load Tool interface after the
completion of a  "Process Media" operation.   The user will be notified
of a successful or failed operation via a popup dialog.

7\.  Ensure that \".ERA\" files(s) were created in \"CONTAINERS_DIR\"

8\.  Upload \".ERA\" file(s) to the ERA System using separate
functionality

9\.  *Delete* \".ERA\" files from \"CONTAINER_DIR\"

## Use the Upload Tool to Upload Files from a DVD

1\. Place the DVD in the appropriate drive of the Physical Media
Workstation

.

2\. *Copy* files from DVD into the \"C:\\Transfer_Shipment\" Folder.

3\. From the menu select \"Tools \-- ERA Upload Tool.\"

4\. Enter the following information:

-   Media Type

-   Media ID

-   Date Received

-   *Transfer Request* ID

5\. Press the Process Media button.  Note the ERA System will:

-   Determine whether the files in the C:\\Transfer_Shipment folder are
    packaged or not packaged.

-   *Create* a "Media Metadata.xml" file for the transfer shipment.

-   Determine target folder location and launch the FTP utility.

-   Clear the contents of the C:\\Transfer_Shipment folder.

-   Display success message once transfer is complete.

To cancel the Upload Tool process do the following:

-   Press the Cancel button on the Upload Tool user interface.

-   Select Yes

-   

The ERA System will cancel the upload process.

6\. Confirm that the .ERA file contains a .zip, .txt and media
metadata.xml file.

 

# Glossary

A

**Access Review Plan:** An assessment of the requirements for reviewing
and providing public access to security classified or otherwise
potentially access restricted Documentary Material and a plan to address
those requirements. This is a component of the Lifecycle Management
Plan.

**Access Reviewer:** Reviews security classified or otherwise
potentially access restricted information in order to determine if the
information can be made available to a researcher, facilitating
redaction of potentially access restricted information in records. The
Access Reviewer reviews records in NARA custody and identifies access
restrictions.

**Accession Group:** A body of Documentary Material whose transfer of
legal custody is authorized by a single Legal Transfer Instrument. Also
referred to as \"an accession.\"

**Administrative User:** Directly supports the overall operations and
integrity of ERA and its use, and manages such system activities as user
access rights, monitoring system performance, and scheduling reports.

**Agency Profile:** The Agency Profile contains a set of attributes
related to the agency, such as agency identifier, default record group
number, organization, records manager contact information, etc.

**Agency Records Schedule:** A type of Records Schedule developed by a
Federal Agency and approved by NARA that describes Federal records,
establishes a period for their retention by the Agency, and provides
mandatory instructions for what to do with them when they are no longer
needed for current Government business.

**Aggregate:** An intellectual aggregation of documentary material
arising because they result from the same accumulation or filing
process, the same function, or the same activity; have a particular
form; or because of some other relationship arising out of their
creation, receipt, or use; or because the aggregate was required for the
purposes of archival arrangement.

**Appraisal Report:** An analytical report that describes the
Documentary Material submitted on a Disposition Agreement and their
informational or evidential value, the organizational context within
which they are generated, and whether the proposed Disposition
Instructions are appropriate.

**Appraisal Summary:** An executive summary of the Appraisal Report and
appraisal process.

**Approve:** To indicate acceptance that a business object has achieved
a particular state.

**Archivist-Imposed Arrangement:** An Arrangement created by an
Archivist, as opposed to the Original Order.

**Arrangement:** 1) The results of the intellectual and physical
processes of organizing records in accordance with the Entity Of
Origin\'s business needs, accepted records management practices, or
archival principals. 2) The intellectual and physical processes and
results of organizing Documentary Material in accordance with accepted
archival principals, particularly provenance and Original Order.

**Artifact:** A three (3) dimensional object largely defined by
aesthetic value or value as an object rather than by informational
value.

**Associated Documentation:** Additional documentation associated with a
business object.

**Authority Source:** A list, file, pick list, or thesaurus containing
standardized information (e.g., acronyms, abbreviations, names, and
phrases) which are used to ensure that a person, place, thing, event, or
concept is consistently referred to using the same terminology, so
providing a uniform method of creating consistent indexes or access
points to Documentary Material and information about Documentary
Material.

C

**Certify:** To provide a designation of official status to a business
object.

**Certifying Official:** Someone who designates the official status of
the records schedule at the time of submitting it to NARA for review and
approval.

**Collection:** A type of archival Control Group consisting of: 1) An
artificial accumulation of Documents brought together on the basis of
some characteristic (such as means of acquisition, creator, subject,
language, media, form, name of collector) without regard to the
provenance of the Documents. 2) The whole of the Documents, regardless
of form or media, organically created and/or accumulated and used by a
particular person, family, or organizational activity.

**Congressional Deposit Agreement:** A Deposit Agreement between NARA
and the U.S. Congress.

**Control Group:** An intellectual grouping of Documentary Material used
to facilitate administrative control. The two types of NARA Control
Groups are Record Groups and Collections.

**Copy:** A duplicate or reproduction of documentary material.

**Create:** To make a new instance of a business object.

D

**Data Type Template:** A set of specifications about a data type that
governs its format and behaviors.

**Deed of Gift:** A type of legal transfer instrument in which
documentary material are donated (and legal custody transferred) to the
National Archives by an individual, family, or organization.

**Deed of Gift Review Tracking Form:** A form that tracks the Deed of
Gift review process from creation through approval by management.

**Delete:** To removes a business object in a way that it cannot be
recovered.

**Deposit Agreement:** A type of Disposition Agreement in which NARA
agrees to accept physical custody of Documentary Materials (other than
Federal records) without taking legal custody of them.

**Description:** 1) The process of analyzing, organizing, and recording
information that serves to identify, manage, locate, and explain
documentary material, and the contexts and systems from which that
material was selected. 2) The written representation or products of the
above process.

**Destruction Instruction:** A type of Disposition Instruction which
mandates the destruction of Documentary Material.

**Destruction Notice:** This is a formal notice of intent to destroy
documentary material when it is eligible for destruction.

**Digital Medium:** The physical material on which digital information
may be encoded for eventual access. Digital medium may include, in
addition to the physical material, the packaging and form factor that is
utilized for that material.

**Disposition Agreement:** A general term that includes all types of
agreements (i.e., Records Schedule, Presidential Record Disposition
List, Donor Disposition List) that contain Disposition Items with
associated Disposition Instructions.

**Disposition Instructions:** An instruction contained in a Disposition
Agreement Item that mandates what is to be done with Documentary
Material at certain points in their lifecycle. Disposition Instructions
may consist of: 1) Specification of the length of time material should
be retained by their Entity of Origin (a retention period); 2)
Conditions under which Entity of Origin should terminate retention; 3)
Physical or legal transfer of material to another custodian; and/or 4)
Destruction of records, or stipulation that the material is not to be
destroyed.

**Disposition Item:** A separate entry on a Disposition Agreement that
pertains to one (1) or more Series or other body of Documentary
Material.

**Documentary Material:** Records (temporary or permanent), non-record
material, personal papers or artifacts that refer to all media
containing recorded information, regardless of the nature of the media
or the method(s) or circumstance(s) of recording.

**Donated Historical Material:** Documentary material that has been
transferred into NARA\'s legal custody via a Deed Of Gift from a person
or non-Federal organization.

**Donor Disposition List Disposition Agreement:** A type of
NARA-prepared Disposition Agreement that pertains to documentary
materials that are under consideration for donation prior to the
execution of a Deed Of Gift.

E

**Electronic Document:** A document that consists of information that is
recorded in a form that only a computer can process.

**Entity Of Origin:** The organization or person responsible for the
creation, accumulation, or maintenance of a series of Documentary
Material when in working (primary) use

**External Reviewer Comment Form:** A form that captures comments from
selected non-NARA reviewers on Disposition Items from a proposed Records
Schedule, and NARA\'s responses.

F

**Failure to Respond Notice:** A formal notice sent to a Transferring
Official when they fail to respond to notifications to transfer legal or
physical custody, or destroy records.

**Federal Records Legal Transfer:** A type of legal transfer instrument
used specifically for the transfer of legal custody of Federal records
from a Federal agency to NARA.

**Federal Register Abstract:** A summary of the proposed final
disposition instructions for items on a records schedule

**Federal Register Notice:** A set of Federal Register Abstracts and
boilerplate language published in the Federal Register at the same time.

**File Plan:** 1) A plan designating the physical location(s) at which
an Agency\'s files are to be maintained, the specific types of files to
be maintained there, and the organizational element(s) having custodial
responsibility. 2) A Document containing the identifying number, title,
or Description, and Disposition Authority of files held in an office.

**File Unit:** 1) A record Aggregate made up of an organized unit of
Documentary Material grouped together either for current use or in the
process of archival Arrangement. A file unit is the intellectual
grouping of the material, which may or may not equal the physical
grouping. For example, a case file may be housed in several physical
folders, but described as one (1) file unit. 2) The middle level of
hierarchical Description as defined by NARA, which describes the above
Aggregate.

G

**GAO (Government Accountability Office) Concurrence Status:** An
attribute of a record schedule that specifies whether or not Government
Accountability Office concurrence is required, and if so the status of
the concurrence.

**General Public Comments Form:** A form that captures comments from the
general public on Disposition Items from a proposed Disposition
Agreement, and NARA\'s responses.

**General Records Schedule (GRS):** A type of Records Schedule issued by
NARA which governs the disposition of specified Federal records common
to several or all Agencies.

I

**Identical Copy:** A copy of documentary material that has the same
content, structure, and presentation as the original.

**Identify:** To select an appropriate business object on which to
perform a business task.

**Item:** 1) The smallest intellectually indivisible archival unit
(e.g., a letter, memorandum, report, leaflet, computer file, or
photograph). 2) The lowest level of hierarchical Description as defined
by NARA, which describes the above material.

L

**Legal Transfer Instrument:** An instrument that formally conveys the
legal custody of Documentary Material to the National Archives.

**Level of Service:** The set of services recommended for a body of
Documentary Material based on the content, expected reference
activities, and technical characteristics of those Documentary Material.

**Lifecycle Management Plan:** A plan that indicates the activities to
be undertaken in four major areas (preservation, access review,
reference, and transfer) to provide a level of service for specific
Documentary Material l throughout their lifecycle.

**Lifecycle Management Team Member:** Representative, serving on a
specific Lifecycle Management Team, drawn from such areas as appraisal,
reference, preservation, and processing (including access review) who
supports a group of documentary material throughout its lifecycle.

**Lifecycle Management Team Roster:** List of Lifecycle Management Team
Members assigned to a Lifecycle Management Team

M

**Material In Courtesy Storage:** Documentary material that NARA stores
at no charge as a courtesy to the Entity of Origin, and for which the
Entity of Origin maintains legal custody of the material. Such material
may or may not eventually be donated or transferred to NARA\'s legal
custody.

N

**NARA Manager:** Reviews system recommendations and makes decisions on
when and how specific records lifecycle activities occur, and who will
perform the work. The manager has ultimate responsibility for the
completion of tasks and the quality of the products. The types of NARA
Managers are: The Archivist of the United States, Office Head,
Program/Division Director, Branch Chief, and Team Lead.

**NARA Standard Description:** A kind of description that adheres to
NARA standards for content and structure.

**Non-Electronic Document:** A document that consists of information
that is recorded in a form that can be understood without the aid of a
computer.

**Non-Electronic Record:** A Record in a form that does not require a
computer to be read and understood.

O

**Original Order:** The Arrangement of Records established by the Entity
of Origin, preserved by NARA in order to preserve existing
relationships, evidential significance, and the usefulness of finding
aids supplied by the Entity of Origin.

P

**Physical Transfer Instruction:** A type of disposition instruction
that mandates the transfer of physical custody of the Documentary
Material to a Records Center, the National Archives, or another type of
custodian.

**PRA Instrument of Transfer:** A type of legal transfer instrument that
references the Presidential Records Act to document the transfer of
legal custody of Presidential records.

**Preservation Plan:** An assessment on the potential preservation
requirements for Documentary Material, and a plan to address those
requirements. This is a component of the Lifecycle Management Plan.

**Presidential Records Disposition List Disposition Agreement:** A type
of NARA-prepared Disposition Agreement that pertains to records which
have been or will be transferred from a Presidential administration.

R

**Receive:** To come into possession of a business object.

**Record Group:** A type of archival Control Group consisting of an
administrative grouping of organizationally related records established
by an archival agency after considering the organization\'s
administrative history and complexity and the volume of its records.

**Record Type Template:** A set of specifications about a type of record
or set of records.

**Records Appraiser:** A person who assesses a set of records with
respect to informational value, artifactual value, evidential value,
associational value, and administrative value, and recommends which
records should be accessioned as assets and which should be destroyed by
the Entity of Origin when no longer needed by the Entity of Origin.

**Records Schedule:** A type of disposition agreement developed by a
Federal agency and approved by NARA that describes Federal records,
establishes a period for their retention by the agency, and provides
mandatory instructions for what to do with Federal records (and
non-record materials) no longer needed for current Government business.
The term refers to Agency Records Schedules and General Records
Schedules.

**Records Schedule Issue Form:** A form that captures an issue
concerning a Records Schedule or Records Schedule Item that include
things such as: Appraisal Report issues, a need to request sample
records, a need to obtain Associated Documentation, a need for schedule
modifications, a justification for resolving or not resolving issue,
etc.

**Records Schedule Item:** A Disposition Item for a Records Schedule.

**Records Schedule Level Information:** A set of attributes that apply
to the entire Records Schedule.

**Records Schedule Rejection Notification:** A notification that a
Records Schedule or individual Records Schedule Items have been
rejected.

**Records Schedule Removal Notice:** This is a formal notice that
Records Schedule Items have been removed as a result of Records Schedule
Issues.

**Records Schedule Withdrawal Notice:** This is a formal notice that a
Records Schedule has been withdrawn as a result of unresolved Records
Schedule Issues.

**Records Scheduler:** Someone who prepares the records schedule and
submits it to the Certifying Official.

**Reference:** To view a business object for the purpose of performing a
business task.

**Reference Archivist:** A NARA staff person who is responsible for
providing reference services to those who wish to consult NARA\'s
archival holdings, and creates or updates the Reference Plans for sets
of records.

**Reference Plan:** An assessment on the potential research interest and
reference requirements for Documentary Material and a plan to address
those requirements. This is a component of the Lifecycle Management
Plan.

**Reject:** To refuse to accept a business object for some purpose or
use.

**Reproduction Order:** An order for a copy of Documentary Material.

S

**Sample Records:** Copies of a representative group of records provided
by the Entity of Origin or a custodian to NARA to support the review of
a proposed disposition agreement, an inspection or evaluation of the
agency\'s records management program, or the identification of
preservation requirements.

**Schedule Review Tracking Form:** A form that tracks the schedule
review process from creation through approval by the Archivist. This
includes lifecycle management team comments, management review and
approval, etc.

**Security Administrative User:** A person who directly supports the
overall security operations and integrity of ERA and its use, and
manages such system activities as user access rights, monitoring system
for intrusion, and review of audit trails and scheduling reports.
Supports the maintenance of ERA system certification and accreditation.
(Information System Security Manager and/or Information System Security
Officer)

**Send:** To dispatch by means of communication a business object to a
user.

**Series:** 1) An aggregate of documentary materials consisting of file
units or items arranged in accordance with a filing system or maintained
in a unit because they result from the same accumulation or filing
process, the same function, or the same activity; have a particular
form; or because of some other relationship arising out of their
creation, receipt, or use. 2) The fundamental level of description as
defined by NARA, which describes the above aggregate.

**Sign:** To affix one\'s signature in an acceptable format.

**Submit:** To deliver a business object formally via the system for
approval.

**Supreme Court Deposit Agreement:** A Deposit Agreement between NARA
and the U.S. Supreme Court.

T

**Template Repository:** The repository that contains all registered and
deposited templates and template information, and which provides
services to support the creation and management of templates.

**Transfer Group:** A body of Documentary Material whose physical
transfer is authorized by a single Transfer Request. Also referred to as
\"a transfer\".

**Transfer Manifest:** Created by an Agency prior to transfer, this is a
list of contents of transfer media, along with contact information, what
to do with transfer media, etc.

**Transfer Manifest Verification Report:** This provides the results of
comparing Transfer Manifest to actual contents of transfer media and
lists the discrepancies.

**Transfer Plan:** An object that captures the transfer requirements for
Documentary Material and a plan to address those requirements. This is a
component of the Lifecycle Management Plan.

**Transfer Request:** A request or offer from a Transferring Official to
transfer physical custody of Documentary Material to NARA, either for
archival or records center storage.

**Transfer Shipment:** A subset of a Transfer Group whose physical
transfer is authorized by a single Transfer Request. One or more
Transfer Shipments may comprise a Transfer Group.

**Transferring Official:** Someone who is responsible for submitting a
transfer of records to NARA, either from an agency or from a records
center.

U

**Update:** To modify a business object as a result of a task.

**User Profile:** A set of attributes related to the user, such as name,
workbench customization, privileges and permissions, etc.

V

**Version:** A copy of documentary material that has some variation from
the original in content, structure, or presentation.

W

**Withdraw:** To remove a business object from consideration.

 

# Index

1

1GB 35

4

4GB 35

6

650MB 35

A

Accept More Shipments 74

Accept Physical Custody

Transfer Request 71

Accept Physical Custody 71

Accept Physical Custody 74

Accept Physical Custody 81

Accept Transfer Request 71

**Access**

Create 9

ERA System 5, 12

**legal right** 1

online 3

Record 39, 43, 48, 50, 55, 57, 58

Record Schedule 53, 54

Search 9

Transfer 82

**Access** 1

Access 1

Access 3

Access 3

Access 3

Access 4

Access 5

Access 6

Access 9

Access 10

Access 12

Access 17

Access 19

Access 19

Access 21

Access 29

Access 30

Access 31

Access 33

Access 39

Access 42

Access 43

Access 48

Access 50

Access 53

Access 54

Access 55

Access 57

Access 58

Access 59

Access 61

Access 62

Access 71

Access 74

Access 78

Access 79

Access 82

Access 83

Access 85

Access 85

Access 90

Access Assets 1

Access Restrictions 74, 79

Access Reviewer 17

Accession Number 30, 31

According

individual's 9

According 9

Account

ERA System 12

Account 1, 5, 10

Account 12

Account update 1

ACE 1

Action. 73

Add

Disposition Overview 53

portlet 12

Portlets 12

Records Schedule Item 53

Transfer Information 64

user attempts 39

Add 4, 6, 12

Add 12

Add 21

Add 39

Add 43

Add 44

Add 46

Add 48

Add 53

Add 54

Add 64

Add 71

Add 74

Add 79

Add Disposition Overview icon

Select 43

Add Disposition Overview icon 43

Add Item button

Select 39

Add Item button 39

Add Overview button

Select 39

Add Overview button 39

Add Records Schedule Item icon

Select 44, 46, 48

Add Records Schedule Item icon 44

Add Records Schedule Item icon 46

Add Records Schedule Item icon 48

Add Records Schedule Items 39

Add Section icon

Select 64

Add Section icon 64

Adhoc 9

After reviewing 56

**Agency** 1, 6, 8, 9, 19, 21, 29, 30, 33, 35, 37, 40, 41, 42, 44, 46,
48, 51, 53, 54, 55, 56, 57, 58, 59, 61, 65, 67, 68, 71, 74, 79, 81, 85,
86, 87, 88

Agency Certification checkbox

Select 42

Agency Certification checkbox 42

Agency Concurrences Will 44, 46

Agency initiates 88

Agency Restrictions 74, 79

Agency.  If 44, 46

Agency's 81

Agency's request 81

All Authorized 33, 83

All Records Schedule Items 20, 63

All Transfer Plans 20, 63

Allocated

Record Group 33

Allocated 33

Allowing

Records Scheduler 44, 46, 48

Allowing 44

Allowing 46

Allowing 48

And/or 30, 68, 74, 79

And/or check

status 68

And/or check 68

Apply Layout button

Select 12

Apply Layout button 12

Apply Look 12

Appraisal Manager 52

Appraiser 39, 40, 41, 43, 48, 50, 51, 52, 53, 54, 55, 56, 57, 58, 59

Appraiser Manager 39, 40, 41, 43, 48, 50, 51, 52, 53, 54, 55, 56, 57,
58, 59

Appraiser Manager Level 40, 41

Appraiser Manager.  The 56

Appraiser Manger's inbox 56

Appraiser Review. 59

Appraiser Reviewed 40

Appraiser Reviewed 39

Appraiser Reviewed. 43, 48, 50, 51, 52, 53, 54, 55, 56, 57, 58

Approval

NARA 74, 79

Submit button initiates 74, 79

Approval 1, 6, 8, 10, 12, 29, 30, 31, 32, 33, 39, 40, 41, 42, 43, 44,
46, 48, 50, 53, 55, 56, 57, 58, 59, 65, 71

Approval 74

Approval 79

Approval 89

Approve

Legal Transfer Instrument 29

objects 6

Records Schedule 40, 41, 51

selects 29, 74

Transfer Request 71

Approve 1

Approve 6

Approve 9

Approve 19

Approve 29

Approve 30

Approve 31

Approve 35

Approve 37

Approve 40

Approve 40

Approve 41

Approve 42

Approve 42

Approve 44

Approve 46

Approve 48

Approve 51

Approve 52

Approve 53

Approve 54

Approve 55

Approve 56

Approve 56

Approve 57

Approve 58

Approve 59

Approve 59

Approve 61

Approve 61

Approve 65

Approve 71

Approve 71

Approve 74

Approve 79

Approve 81

Approve 82

Approve 89

Approve button

Select 40, 41

Approve button 40

Approve button 40

Approve button 41

Approve checkbox

Select 40, 41, 59

Approve checkbox 40

Approve checkbox 40

Approve checkbox 41

Approve checkbox 59

Approve Transfer Request 30, 35, 37, 71, 89

Approve/Reject 74

Approved 40, 41

Approved By 6, 9, 19, 29, 30, 40, 41, 42, 44, 48, 51, 53, 54, 55, 56,
57, 58, 59, 61, 65, 71, 74, 79

Approved request. 81

Approved State 82

Approved. 39, 40, 41, 43, 48, 50, 51, 52, 53, 54, 55, 56, 57, 58

Approver's Inbox 74

**Archives** 1, 19, 29, 30, 31, 32, 33, 61, 81

Archivist

United States 29, 32, 33, 71, 73, 74, 81, 82, 83

Archivist 29

Archivist 29

Archivist 32

Archivist 33

Archivist 71

Archivist 73

Archivist 74

Archivist 81

Archivist 82

Archivist 83

Arrangement

Records 74, 79, 88

Arrangement 74

Arrangement 79

Arrangement 88

Artifactual 40, 53, 54, 56, 59

Asset 1, 19, 20, 21, 31, 40, 53, 54, 56, 59, 63, 71

Asset Catalog

Browsing 1

form 1

Asset Catalog 1

Asset Catalog 19

Asset Catalog 20

Asset Catalog 21

Asset Catalog 31

Asset Catalog 63

Asset Catalog 71

Asset Catalog Entry 1

Asset Catalog provides 19

Asset Detail 1, 20, 63

Asset Detail References 1

Asset Details Summary 1, 20, 21, 63, 71

Asset refers 1

Asset starting 19, 20, 63

Asset Sub Type 21, 71

Asset Title 21, 71

Asset Type 21, 71

Assigned Tasks 11

Associate

Record Schedule Item 30

Transfer Request 30

Associate 3, 11, 19, 20, 21

Associate 30

Associate 31

Associate 35

Associate 37

Associate 42

Associate 44

Associate 46

Associate 48

Associate 63

Associate 67

Associate 67

Associate 71

Associate 81

Associate 88

Associated Documentation 35

Associated Record Schedule ID 30

Associated Tasks 11

Associated Transfer Request ID 30

Attaching

Record Schedule Item 74, 79

Attaching 74

Attaching 79

Authorized 6, 12, 19, 21, 29, 30, 31, 32, 33, 35, 36, 56, 61, 62, 68,
71, 73, 74, 78, 79, 81, 82, 83, 85, 86, 87, 88

Authorized user's Inbox

Navigate 79

Authorized user's Inbox 29, 31, 32, 33, 71, 73, 74, 78

Authorized user's Inbox 79

Authorized user's Inbox 81

Authorized user's Inbox 82

Authorized user's Inbox 83

Auto Verification 6

B

Back

ERA Homepage 9

Back 5, 6

Back 9

Back 32

Back 44

Back 46

Back 48

Back 73

Back 74

Black Box Report 85

Blank 9, 30, 32, 44, 61, 74

Block. 44, 46, 48

Boxes' 17

Branch Chief 29, 32, 33, 71, 73, 74, 81, 82, 83

Break 85

Browse

Legal Transfer Instrument 29

Records Schedule 42

Transfer Plan 63

Browse 1, 6, 9, 19, 20, 21

Browse 29

Browse 42

Browse 63

Browse 71

Browse 89

Browse Asset Catalog 1, 20, 21, 63, 71

Browse Asset Catalog provides 20, 63

Browse Asset Catalogue application 19, 20, 63

Browse Records Schedule 19, 42

Browse Transfer Requests 71

Browsing

Asset Catalog 1

Browsing 1

Build 36

Buttons 6, 12, 29, 35, 36, 39, 40, 41, 44, 46, 64, 67, 74, 79, 85, 86,
87, 89, 90, 91

C

Called

Workbench 5

Called 1

Called 5

Called 10

Called 11

Cancel

Legal Transfer Instrument 29

Transfer Request 73

Cancel 6, 9

Cancel 29

Cancel 33

Cancel 40

Cancel 40

Cancel 41

Cancel 42

Cancel 43

Cancel 44

Cancel 46

Cancel 50

Cancel 55

Cancel 56

Cancel 57

Cancel 58

Cancel 59

Cancel 64

Cancel 73

Cancel 83

Cancel 85

Cancel 85

Cancel 86

Cancel 90

Cancel 91

Cancel button

Selecting 9, 40, 41, 42, 44, 46, 56, 59, 64

selects 43, 50, 55, 57, 58

Cancel button 6

Cancel button 9

Cancel button 40

Cancel button 40

Cancel button 41

Cancel button 42

Cancel button 43

Cancel button 44

Cancel button 46

Cancel button 50

Cancel button 55

Cancel button 56

Cancel button 57

Cancel button 58

Cancel button 59

Cancel button 64

Cancel button 90

Cancel button 91

Cancel Transfer 73, 86

Cancel Transfer Request 73

Cancel Transmission 85

Catalog

Date Added 21, 71

Catalog 1

Catalog 21

Catalog 71

CD 90

CD-ROM 35

Certification button 44, 46

Certification. 39, 43, 44, 46, 48, 50, 51, 52, 53, 55, 56, 57, 58

Certify

Official 48, 56

Records Schedule 42, 51

Certify 20, 39

Certify 42

Certify 43

Certify 44

Certify 46

Certify 48

Certify 50

Certify 51

Certify 51

Certify 52

Certify 53

Certify 55

Certify 56

Certify 57

Certify 58

Certify 61

Certify 63

Certify 64

Certify 65

Certify button

Select 42

Certify button 42

Certifying Office 52

Certifying Official 20, 39, 42, 43, 44, 46, 48, 50, 51, 52, 53, 55, 56,
57, 58, 61, 63, 64, 65

Certifying Official belonging

Record Schedulers 44, 46

Certifying Official belonging 44

Certifying Official belonging 46

Certifying Official's inbox 42

Change existing 12

Changes

Color Schema 12

Proposed 74

Changes 9

Changes 12

Changes 17

Changes 29

Changes 41

Changes 44

Changes 46

Changes 48

Changes 55

Changes 56

Changes 57

Changes 58

Changes 65

Changes 73

Changes 74

Changes 79

Changes 85

Characteristics 17, 74, 79

Check Status 67

Checkbox

Select 39, 50, 52, 55, 57, 58

Checkbox 39

Checkbox 50

Checkbox 52

Checkbox 55

Checkbox 57

Checkbox 58

Checking

ITP 67

Checking 67

Claimed Tasks 11

Close

SFTP application 85

Close 32, 74

Close 85

Color Schema

Changing 12

Color Schema 12

Column 12

Complete

Overview Details 39

Records Schedule General 44, 46

Records Schedule Item 44, 46, 48

Records Schedule Items 39

Complete 1, 6, 30, 31

Complete 39

Complete 44

Complete 46

Complete 48

Complete 64

Complete 67

Complete 74

Complete 79

Complete 85

Complete 89

Complete 90

Complete 91

Connect 35, 37, 88, 89

Connect button 89

Contact Information 35, 44, 46, 85, 86, 87

Contact Persons 44, 46, 74, 79

Contain

Cutoff Instruction 44, 46, 48

Contain 1, 3, 4, 11, 12, 17, 20, 30, 35, 37

Contain 44

Contain 46

Contain 48

Contain 63

Contain 65

Contain 74

Contain 79

Contain 81

Contain 91

Container 17, 30, 35, 36, 65, 74, 79

Container List 30, 35, 74, 79

Container List Details 74, 79

CONTAINER_DIR 90

CONTAINERS_DIR 90

Contains answers 3

Contents

ERA online table 4

Contents 4

Contents 10

Contents 11

Contents 12

Contents 17

Contents 67

Contents 74

Contents 79

Contents 85

Contents 86

Contents 87

Contents 90

Contents 91

Control Group 19, 21, 29, 40, 42, 44, 46, 59, 71, 74, 79, 86, 87

Corner

portlet 12

Corner 12

COTS 88

Create

access 9

Disposition Overview 39, 43

Legal Transfer Instrument 30

Look 12

Records Schedule 44

Records Schedule From Existing 46

Records Schedule Item 44, 46, 48, 52

Transfer Request 74

**Create** 1, 6, 8

Create 9

Create 12

Create 17

Create 19

Create 20

Create 21

Create 30

Create 31

Create 35

Create 36

Create 36

Create 37

Create 39

Create 43

Create 44

Create 46

Create 48

Create 51

Create 52

Create 56

Create 63

Create 64

Create 65

Create 71

Create 74

Create 85

Create 86

Create 87

Create 88

Create 90

Create 91

Create button

Select 44, 46

Create button 44

Create button 46

Created Date 21, 71

Created during 88

Created utilizing

ERA Packaging Tool 88

Created utilizing 88

Created.  The Records Schedulers 48

Created.  Users 64

Current Physical Location

Records 74, 79

Current Physical Location 74

Current Physical Location 79

**Customize** 1, 10, 12

Customize My Portal 12

Cutoff Instruction

contain 44, 46, 48

Cutoff Instruction 44

Cutoff Instruction 46

Cutoff Instruction 48

Cutoff Instruction identifies 44, 46, 48

Cutoff Instruction.  The 44, 46, 48

D

Data Files Tab 35

Data Type 25, 73

Data Type Templates 25

Date 1, 6, 21, 29, 40, 41, 42, 44, 46, 48, 56, 59, 64, 71, 74, 79, 86,
87, 90, 91

Date Added

Catalog 21, 71

Date Added 21

Date Added 71

Date Received 90, 91

Date Type 74, 79

Delegated Account Administrator 12

Delegated Account Administrator receives

user's 12

Delegated Account Administrator receives 12

Delete

Disposition Overview 50

Legal Transfer Instrument 31

Overview 50

Records Schedule 51

Records Schedule Item 51, 52

Delete 6, 9

Delete 31

Delete 32

Delete 50

Delete 51

Delete 51

Delete 52

Delete 53

Delete 64

Delete 67

Delete 68

Delete 74

Delete 78

Delete 79

Delete 90

Delete All Files 67

Delete button

Select 9, 50, 51

Delete button 9

Delete button 50

Delete button 51

Delete button 51

Delete icon

select 52

Delete icon 52

Delete Section icon

Select 64

Delete Section icon 64

Delete Transfer Request 78

Deleting Files 67

Deletion. 56

Description 12, 19, 30, 39, 42, 43, 44, 46, 48, 50, 51, 52, 53, 54, 55,
56, 57, 58, 61, 64, 65, 74, 79

Desktops 10, 12

Detail

Transfer Plan 20, 63

Detail 12, 19

Detail 20

Detail 21

Detail 29

Detail 29

Detail 39

Detail 42

Detail 63

Detail 71

Detail 71

Detail 74

Detail 79

Detail 82

Detail 86

Detail 87

Determine

Check Status 67

user's 5

Determine 5

Determine 12

Determine 17

Determine 31

Determine 44

Determine 46

Determine 48

Determine 67

Determine 67

Determine 90

Determine 91

Disallow Transmission 85

Displayed confirming 31

Displayed including 21, 71

Displayed. 40, 41, 42

Displayed.  The 40, 42, 44, 46, 48, 59

Displayed.  The information 40, 41, 59

Displays

metadata 20, 63

Records Schedule Item 57, 58

screen refreshes 19, 42, 64

Transfer Request 78

Displays 1, 4, 5, 8, 9, 10, 11, 12, 17, 19

Displays 19

Displays 20

Displays 21

Displays 29

Displays 29

Displays 29

Displays 30

Displays 31

Displays 32

Displays 32

Displays 32

Displays 33

Displays 33

Displays 35

Displays 39

Displays 40

Displays 40

Displays 41

Displays 42

Displays 42

Displays 44

Displays 46

Displays 48

Displays 50

Displays 51

Displays 52

Displays 56

Displays 57

Displays 58

Displays 59

Displays 59

Displays 61

Displays 61

Displays 61

Displays 62

Displays 63

Displays 64

Displays 65

Displays 67

Displays 67

Displays 71

Displays 71

Displays 73

Displays 74

Displays 78

Displays 78

Displays 78

Displays 79

Displays 81

Displays 82

Displays 86

Displays 89

Displays 89

Displays 90

Displays 91

Displays notes 12

Disposition Agreement 21, 71

Disposition Agreement Item 30, 74, 79

Disposition Authority 56, 74, 79

Disposition Code 74, 79

Disposition Instruction   The 44

Disposition Instruction The Disposition Instruction 44

Disposition Instructions

Disposition Instruction 44

Disposition Instructions 30

Disposition Instructions 44

Disposition Instructions 46

Disposition Instructions 48

Disposition Instructions 74

Disposition Instructions 79

Disposition Item 21, 71

Disposition Items 21, 71

Disposition Items associated 21, 71

Disposition Overview

Add 53

create 39, 43

Delete 50

existing 53

Disposition Overview 39

Disposition Overview 43

Disposition Overview 50

Disposition Overview 53

Documentary 1, 6, 8, 10, 17, 19, 20, 21, 29, 30, 31, 32, 33, 35, 37, 43,
44, 46, 48, 61, 62, 63, 64, 65, 67, 71, 73, 74, 78, 79, 81, 82, 83, 85,
86, 87, 88, 89, 90, 91

Documentary Material 6, 8, 10, 17, 19, 20, 21, 29, 30, 31, 32, 33, 35,
37, 43, 44, 46, 48, 61, 62, 63, 64, 65, 67, 71, 73, 74, 78, 79, 81, 82,
83, 85, 86, 87, 88, 89, 90, 91

Does Agency 44, 46, 48

Don't 11

Done 30, 31, 39, 44, 46, 48, 74, 78, 79, 90

Done button

Select 44, 46, 48

Done button 44

Done button 46

Done button 48

Down 6, 9, 12, 17, 57, 58, 64

Draft 44, 51

Propose 32

Draft 29, 30, 31, 32

Draft 32

Draft 33

Draft 51

Draft 73

Draft 74

Draft 78

Draft 78

Draft 79

Draft 82

Draft checkbox

Select 51

Draft checkbox 51

Draft State 29, 31, 33, 73, 74, 78, 82

Draft. 46, 51, 52, 53, 55, 57, 58

Draft2. 56

Drive

Physical 90, 91

Drive 35, 37

Drive 90

Drive 91

DTT Verification 6

Due Date 8

DVD

Place 91

DVD 91

DVD-ROM 35

E

E.g 12, 19, 30, 39, 42, 43, 44, 46, 48, 50, 51, 52, 53, 54, 55, 56, 57,
58, 61, 64, 65, 74, 79, 88

ECM

Managed Storage 41

ECM 21, 31

ECM 41

ECM 71

Edit Contents button

Select 12

Edit Contents button 12

Edits

Legal Transfer Instrument 29

Edits 6, 12

Edits 29

Edits 32

Edits 82

**Electronic** 1, 65, 74, 79, 81, 87, 88

Electronic Archives 1

Electronic Records

Physical Transfer 74, 79

**Electronic Records** 1

Electronic Records 74

Electronic Records 79

**Electronic Records Archives** 1

Electronic Transfer

Records 74, 79

Electronic Transfer 74

Electronic Transfer 79

Email 5, 35, 44, 46, 74, 79

Ensure

SFTP Client 89

Ensure 30, 48

Ensure 89

Ensure 90

Enter

Legal Transfer Instrument 32, 61

Overview Description 43

Overview Title 43

Enter 1, 4, 6, 8, 12, 19, 20, 21, 29, 30, 31, 32

Enter 32

Enter 32

Enter 33

Enter 33

Enter 33

Enter 35

Enter 39

Enter 40

Enter 40

Enter 41

Enter 42

Enter 42

Enter 43

Enter 44

Enter 46

Enter 48

Enter 50

Enter 51

Enter 51

Enter 52

Enter 53

Enter 54

Enter 55

Enter 56

Enter 57

Enter 58

Enter 59

Enter 59

Enter 61

Enter 61

Enter 61

Enter 62

Enter 63

Enter 64

Enter 65

Enter 71

Enter 71

Enter 71

Enter 73

Enter 74

Enter 78

Enter 78

Enter 78

Enter 79

Enter 81

Enter 82

Enter 83

Enter 85

Enter 85

Enter 86

Enter 87

Enter 89

Enter 90

Enter 91

Enter Password 8, 20, 35, 40, 63, 85, 86, 87, 89, 90, 91

Enter Record Schedule Item 30

Enter Transfer Request 30, 62, 78

Enter User ID 20, 35, 40, 63, 85, 86, 87, 89, 90, 91

Enter Username 8

Enterprise Content Management 21, 31, 71

Entities

Transferring 30, 74

**Entities** 1, 17

Entities 30

Entities 40

Entities 40

Entities 53

Entities 54

Entities 56

Entities 59

Entities 74

Entities 79

Entities 88

Entity Of Origin\'s 17

Entity's

transferring 88

Entity's 88

ERA 12

upload files 88

use 30, 74

**ERA** 1, 3, 4, 5, 6, 8, 9, 10, 11, 12

ERA 12

ERA 17

ERA 19

ERA 19

ERA 20

ERA 21

ERA 29

ERA 29

ERA 29

ERA 30

ERA 31

ERA 32

ERA 32

ERA 32

ERA 33

ERA 33

ERA 33

ERA 35

ERA 36

ERA 36

ERA 37

ERA 40

ERA 40

ERA 41

ERA 42

ERA 44

ERA 46

ERA 48

ERA 56

ERA 59

ERA 59

ERA 61

ERA 61

ERA 61

ERA 62

ERA 63

ERA 64

ERA 65

ERA 68

ERA 71

ERA 71

ERA 71

ERA 73

ERA 74

ERA 78

ERA 78

ERA 78

ERA 79

ERA 81

ERA 81

ERA 83

ERA 85

ERA 85

ERA 85

ERA 87

ERA 88

ERA 89

ERA 89

ERA 90

ERA 91

ERA FAQ 3

ERA File 89, 90, 91

ERA Glossary 3

ERA Homepage

back 9

Navigate 1, 8, 12, 40, 41, 42, 44, 46, 59, 61

ERA Homepage 1

ERA Homepage 3

ERA Homepage 3

ERA Homepage 5

ERA Homepage 8

ERA Homepage 9

ERA Homepage 12

ERA Homepage 12

ERA Homepage 40

ERA Homepage 40

ERA Homepage 41

ERA Homepage 42

ERA Homepage 44

ERA Homepage 46

ERA Homepage 59

ERA Homepage 59

ERA Homepage 61

ERA Message screen 35, 36

ERA online 4

ERA Online Help

Use 4

ERA Online Help 4

ERA online table

contents 4

ERA online table 4

ERA Packaging Tool

created utilizing 88

Transfer Shipment Using 35

transfer shipment utilizing 35

ERA Packaging Tool 35

ERA Packaging Tool 88

ERA Portal 12

view 17

**ERA Portal** 1, 11, 12

ERA Portal 17

ERA provides 85

ERA System

access 5, 12

account 12

use 3

ERA System 1, 3

ERA System 3

ERA System 4

ERA System 5

ERA System 6

ERA System 8

ERA System 9

ERA System 9

ERA System 10

ERA System 12

ERA System 17

ERA System 19

ERA System 20

ERA System 21

ERA System 29

ERA System 29

ERA System 29

ERA System 30

ERA System 31

ERA System 32

ERA System 32

ERA System 32

ERA System 33

ERA System 33

ERA System 33

ERA System 35

ERA System 37

ERA System 40

ERA System 40

ERA System 41

ERA System 42

ERA System 44

ERA System 46

ERA System 48

ERA System 59

ERA System 61

ERA System 61

ERA System 62

ERA System 63

ERA System 64

ERA System 65

ERA System 71

ERA System 71

ERA System 71

ERA System 73

ERA System 74

ERA System 78

ERA System 78

ERA System 78

ERA System 79

ERA System 81

ERA System 83

ERA System 85

ERA System 88

ERA System 89

ERA System 90

ERA System 91

ERA System Admin inbox 12

ERA System Administrator 9

ERA System online 4

ERA System using

Navigating 9

Toolbar 9

ERA System using 9

ERA Toolbar 9

ERA Upload Tool 90, 91

ERA User Registration 12

ERA users.  In 10

ERA what's New 4

ERA What's New 4

ERA Workbench 12

ERA\'s packaging 88

Establishment 44, 46

Estimated Dates

Last Transfer 64

Next Transfer 64

Estimated Dates 64

Event Type 86, 87

Existing

Disposition Overview 53

Records Schedule Item 53

Records Schedules 59, 61

Existing 9, 44, 46

Existing 53

Existing 59

Existing 61

Existing Overview

Overviews 39

Existing Overview 39

Existing. 44

Extended Lifecycle Data

Select 20, 63

Extended Lifecycle Data 1

Extended Lifecycle Data 20

Extended Lifecycle Data 21

Extended Lifecycle Data 63

Extended Lifecycle Data 71

External ID 21, 71

F

FAQ 3

Federal agency 6, 9, 19, 30, 40, 41, 42, 44, 48, 51, 53, 54, 55, 56, 57,
58, 59, 61, 65, 74, 79

**Federal Government** 1

Federal Records 6, 9, 19, 30, 40, 41, 42, 44, 48, 51, 53, 54, 55, 56,
57, 58, 59, 61, 65, 74, 79

Federal Records Centers

non-Federal Records Centers 81

Federal Records Centers 81

FedEx 88

Feel 12, 17

Figure 1, 4, 12, 35, 67, 90

Figure 16 Help Search 4

Figure 29 Asset Catalog Menu 1

Figure 31 Browse Asset Catalog 1

File 89

File Name

save 35, 36

File Name 35

File Name 36

File Name 36

File System Structure 35

File's 85

Files Within

Transfer Target Directory 67

Files Within 1

Files Within 67

Files Within 88

FILES_DIR 90

Final Disposition 44, 46, 48

First Name 44, 46, 74, 79

Fixed Toolbar 9, 17

FOIA Exemptions 74, 79

Folders 1, 35, 89, 90, 91

Following

Information 35

portlets 11

Transfer Request Details 21, 71

Following 11

Following 21

Following 35

Following 71

Form

Asset Catalog 1

Form 1

Form 6

Form 30

Form 44

Form 46

Form 48

Form 74

Form 79

FRC 81

Freeze Code 74, 79

Frequently Asked Questions 3

FTP

launch 90, 91

FTP 89

FTP 90

FTP 91

FTP location/path

Know 89

FTP location/path 89

**Functions** 1, 3, 4, 6, 11, 17, 31, 44, 46, 48, 74, 79

Functions allows

user 4

Functions allows 4

Functions Menu 74, 79

G

GAO Concurrence Required 44, 46

**General** 1, 5, 6, 9, 10, 11, 17, 19, 30, 40, 41, 42, 44, 46, 48, 51,
53, 54, 55, 56, 57, 58, 59, 61, 65, 74, 79, 82, 85

General Info

Select 44, 46, 48, 79, 82

General Info 42

General Info 44

General Info 46

General Info 48

General Info 53

General Info 56

General Info 74

General Info 79

General Info 82

General Info Tab 44, 46, 48, 74, 79, 82

**GENERAL INFORMATION** 1

General Record Type 74, 79

Generate Container 36

Generate Manifest 36

Generated during 85

Generates

Workbench 5

Generates 5

Generates 9

Generates 35

Generates 36

Generates 36

Generates 44

Generates 46

Generates 85

Generates 87

Generates 89

Glossary 3

Government 6, 9, 19, 30, 40, 41, 42, 44, 48, 51, 53, 54, 55, 56, 57, 58,
59, 61, 65, 74, 79

H

Handling

Instructions 74, 79

Handling 74

Handling 79

Hardcopy 1

Help 17

Help 3, 4, 6, 11

Help 17

Help 35

Help 67

Help Links 3, 4

Help Main 3

Help Portlet 3, 4

Help Portlets 4

Help, Notices 17

Help-Main

Selecting 4

Help-Main 3

Help-Main 4

Helps locate 67

Home

Navigate 31, 32, 73, 74, 78, 79

Home 4, 5, 17

Home 31

Home 32

Home 73

Home 74

Home 78

Home 78

Home 79

Home button

selecting 5

Home button 5

Homepage 3, 5, 9, 17

Homepage Toolbar 17

How to 4

HTTP 88, 89

HTTPS Hypertext Transfer Protocol 88

Human-to-system 88

Hyperlink 85

I

I.e 88

Icons 1, 4, 6, 12, 20, 21, 44, 46, 48, 63, 71, 85

Icons represent 4

ID 8, 19, 21, 29, 44, 46, 71, 74, 79, 86, 87, 90, 91

ID Range 74, 79

ID/password

validate 5

ID/password 5

Inbox

Transfer Request 74

Inbox 8, 9, 11, 12, 17, 32, 39, 40, 41, 42, 43, 48, 50, 51, 52, 55, 57,
58, 59

Inbox 74

Inbox and/or login 12

Inbox portlet 8

Inclusive Date 74, 79

Index 4

Individual's

according 9

Individual's 9

Information

following 35

**Information** 1, 3, 4, 5, 6, 10, 11, 12, 17, 31

Information 35

Information 40

Information 40

Information 41

Information 42

Information 43

Information 44

Information 46

Information 48

Information 53

Information 56

Information 56

Information 59

Information 64

Information 74

Information 79

Information 81

Information 82

Information 85

Information 86

Information 90

Information 91

Information perform 1

Ingest Processes 27, 65

Ingest VLAN 85

Ingest Working Storage

Transfer Shipment via HTTPS Using 89

Ingest Working Storage 68, 85, 88

Ingest Working Storage 89

Ingest Working Storage 89

Ingest Working Storage File Upload 89

Ingest Workstation Station 89

Initiate 40, 41, 42, 44, 46, 56, 59, 61, 64, 67, 74, 79, 88, 89

Initiating

part 67

Transfer Request workflow 74

Initiating 67

Initiating 67

Initiating 67

Initiating 68

Initiating 74

Ink 65

Instructions

Handling 74, 79

Instructions 6, 9, 19, 30, 40, 41, 42, 44, 48, 51, 53, 54, 55, 56, 57,
58, 59, 61, 65

Instructions 74

Instructions 79

Integrity Seal 85, 88

Interactive Toolbar 17

Interface 6, 12, 31, 67, 74, 88, 90, 91

Introduction 19, 25, 27, 31, 37, 56, 61, 65, 68, 81, 88

Item Info

Select 39, 43, 44, 46, 48, 50, 51, 52, 53, 55, 57, 58

Item Info 39

Item Info 43

Item Info 44

Item Info 46

Item Info 48

Item Info 50

Item Info 51

Item Info 52

Item Info 53

Item Info 55

Item Info 57

Item Info 58

Item Info Screen

Appraiser Reviewed. 52

Approved. 52

Item Info Screen 50, 51

Item Info Screen 52

Item Info Screen 55

Item Info Screen 57

Item Info Screen 58

ITP

Checking 67

ITP 67

ITP 67

ITP 67

ITP Application 67

ITP application screen 67

IWS 68, 85, 88, 89

IWS File Upload 88, 89

IWS File Upload tool 88

J

JSP 12

K

Know

FTP location/path 89

Know 8, 10

Know 89

L

Last Name 44, 46, 74, 79, 85

Last Transfer

Estimate Date 64

Last Transfer 64

Launch

FTP 90, 91

SFTP 89

Launch 35, 67

Launch 89

Launch 90

Launch 91

Layout dropdown list 12

Left/right 12

Legacy Indicator 44, 46

**Legal** 1, 5, 8, 19, 29, 30, 31, 32, 33, 61, 74, 79, 81

**Legal right**

**access** 1

**Legal right** 1

Legal Transfer Instrument

Approve 29

Browse 29

Cancel 29

Create 30

Delete 31

edits 29

Enter 32, 61

Reject 32

screen 32

Search 32

select 32, 33

state 33

submit 30, 32

Track 33

Update 33

View 33

Legal Transfer Instrument 8, 19

Legal Transfer Instrument 29

Legal Transfer Instrument 29

Legal Transfer Instrument 29

Legal Transfer Instrument 30

Legal Transfer Instrument 31

Legal Transfer Instrument 31

Legal Transfer Instrument 32

Legal Transfer Instrument 32

Legal Transfer Instrument 32

Legal Transfer Instrument 33

Legal Transfer Instrument 33

Legal Transfer Instrument 33

Legal Transfer Instrument 61

Legal Transfer Instrument 81

Legal Transfer Instrument Browse 19

Legal Transfer Instrument Details 19, 29

Legal Transfer Instrument ID 19, 29

Legal Transfer Instrument provides

transfer 81

Legal Transfer Instrument provides 81

Legal Transfer Instrument Search 32, 61

Legal Transfer Instrument's 32

Legal Transfers 8, 19, 29, 30, 31, 32, 33, 61, 74, 79, 81

Level

Appraiser Reviewed. 56

Approved. 56

Service 74, 79

Level 6, 12, 19, 30, 39, 40, 41, 42, 43, 44, 46, 48, 50, 51, 52, 53, 54,
55

Level 56

Level 57

Level 58

Level 59

Level 61

Level 64

Level 65

Level 74

Level 79

Level 86

Lifecycle 9, 19, 20, 21, 29, 30, 32, 33, 44, 46, 48, 56, 61, 63, 64, 65,
71, 73, 74, 79, 81, 82, 83

Lifecycle Management Plan 9, 20, 21, 61, 63, 64, 65, 71

Lifecycle. 44, 46, 48

Limitation 44, 46

Link Element 6

List Files 67

Listed Files 67

Load Tool 90

Load Tool application 90

**Log** 1, 3, 4, 5, 8, 9, 10, 17, 19, 21, 29, 30, 31, 32, 33, 39, 40,
41, 42, 43, 44, 48, 50, 51, 52, 55, 57, 58, 59, 61, 62, 71, 73, 78, 79,
81, 83, 89

Log onto ERA 8

Login

need 10

Login 8

Login 10

Login 11

Login 19

Login 19

Login 20

Login 21

Login 29

Login 29

Login 29

Login 30

Login 31

Login 32

Login 32

Login 32

Login 33

Login 33

Login 33

Login 35

Login 39

Login 40

Login 40

Login 41

Login 42

Login 42

Login 43

Login 44

Login 46

Login 48

Login 50

Login 51

Login 51

Login 52

Login 53

Login 54

Login 55

Login 56

Login 57

Login 58

Login 59

Login 59

Login 61

Login 61

Login 61

Login 62

Login 63

Login 64

Login 65

Login 71

Login 71

Login 71

Login 73

Login 74

Login 78

Login 78

Login 78

Login 79

Login 81

Login 82

Login 83

Login 85

Login 85

Login 86

Login 87

Login 89

Login 90

Login 91

Logins 5

Logout 11, 85, 90, 91

Look

create 12

Look 4, 6

Look 12

Look 17

Look depending 17

LTI

move 32

select 32

LTI 31

LTI 32

LTI 33

LTI application 31

LTI corresponds 31

LTI workflow 32

LTI's

move 32

LTI's 32

M

Main Menu 67

Managed Records 74, 79

Managed Storage

ECM 41

Managed Storage 31

Managed Storage 41

Manager's inbox 41

Managers 29, 32, 33, 71, 73, 74, 81, 82, 83

Manifest 36, 88

Manual 44, 46, 48

Matches

user's 29, 40, 41, 42, 59, 74

Matches 29

Matches 40

Matches 40

Matches 41

Matches 42

Matches 46

Matches 51

Matches 59

Matches 59

Matches 61

Matches 61

Matches 64

Matches 65

Matches 74

Matches 85

Maximize 12

portlet 12

Maximize 12

Maximizing Portlets 12

Media 1, 44, 46, 48, 65, 74, 79, 81, 85, 86, 87, 90, 91

Media Files

Tool's 90

Media Files 90

Media Load Tool 90

Media Metadata.xml 91

Media metadata.xml file 91

Media Neutrality 44, 46, 48

Media Type 90, 91

Metadata

displays 20, 63

Metadata 1

Metadata 20

Metadata 56

Metadata 63

Metadata 88

Minimize 12

MM/DD/YYYY 40, 41, 42, 44, 46, 59, 64

MMI Task List 11

Modify

Records Schedule 53, 56

Records Schedule Item 53

Transfer Plan 64

Modify 1, 11, 19, 20, 29, 30, 31, 32, 33, 39, 43, 46

Modify 53

Modify 54

Modify 55

Modify 56

Modify 57

Modify 58

Modify 63

Modify 64

Modify 71

Modify 73

Modify 74

Modify 79

Modify 82

Modify Records Schedule 54

Monitor Transfer 6, 85, 86, 87

Monitor Transfer application 6

Monitor Transfer search 86, 87

Move

LTI 32

LTI's 32

portlet 12

Records Schedule Item 55

Move 1, 6, 11

Move 12

Move 20

Move 32

Move 35

Move 53

Move 55

Move 63

Move 85

Move 89

Move button

Select 55

Move button 55

Move forward 6

My Workbench

Navigate 74

My Workbench 74

N

NARA

Approval 74, 79

**NARA** 1, 5, 6, 8, 9, 10, 12, 17, 19, 21, 29, 30, 31, 32, 33, 35, 37,
39, 40, 41, 42, 43, 44, 46, 48, 50, 51, 52, 53, 54, 55, 56, 57, 58, 59,
61, 62, 64, 65, 67, 68, 71, 73

NARA 74

NARA 78

NARA 78

NARA 78

NARA 79

NARA 81

NARA 81

NARA 82

NARA 83

NARA 85

NARA 86

NARA 87

NARA 88

NARA 89

NARA 89

NARA 91

NARA Info

Select 40, 41, 54, 59

NARA Info 40

NARA Info 40

NARA Info 41

NARA Info 53

NARA Info 54

NARA Info 56

NARA Info 59

NARA initiates 88

NARA Manager 29, 32, 33, 71, 73, 74, 81, 82, 83

NARA Standards File 6

NARA Standards File Report 6

NARA Standards File Report Complete 6

NARA's Disclaimer Statement 5

NARA's use 56

National Archives 19, 29, 30, 31, 32, 33, 61, 81

Navigate

Authorized user's Inbox 79

ERA Homepage 1, 8, 12, 40, 41, 42, 44, 46, 59, 61

ERA System using 9

Home 31, 32, 73, 74, 78, 79

My Workbench 74

Navigate 1

Navigate 8

Navigate 9

Navigate 10

Navigate 12

Navigate 31

Navigate 32

Navigate 40

Navigate 40

Navigate 41

Navigate 42

Navigate 44

Navigate 46

Navigate 59

Navigate 59

Navigate 61

Navigate 73

Navigate 74

Navigate 78

Navigate 78

Navigate 79

Navigate 85

Navigate 89

Need

login 10

**Need** 1, 6, 9

Need 10

Need 12

Need 17

Need 19

Need 30

Need 40

Need 40

Need 41

Need 42

Need 42

Need 44

Need 46

Need 48

Need 51

Need 53

Need 54

Need 55

Need 56

Need 56

Need 57

Need 58

Need 59

Need 59

Need 61

Need 61

Need 64

Need 65

Need 74

Need 79

Needs them.  The 10

Next Transfer

Estimated Date 64

Next Transfer 64

NmDod 17

No More Shipments 74, 82

Non-Electronic Records

Physical Transfer 74, 79

Non-Electronic Records 74

Non-Electronic Records 79

Non-Federal Records Centers

Federal Records Centers 81

Non-Federal Records Centers 81

Non-FRC 81

Non-Packaged Records 88

NOTE 90

Notices 9, 11, 17, 30, 67

Notices Portlet 9

O

Objects

Approve 6

Objects 1

Objects 6

Objects 8

Objects 8

Objects 9

Objects 9

Objects 10

Objects 11

Objects 12

Objects 12

Objects 17

Objects 20

Objects 21

Objects 29

Objects 29

Objects 30

Objects 31

Objects 31

Objects 32

Objects 32

Objects 33

Objects 35

Objects 37

Objects 39

Objects 40

Objects 40

Objects 41

Objects 43

Objects 44

Objects 46

Objects 48

Objects 50

Objects 51

Objects 51

Objects 52

Objects 53

Objects 55

Objects 56

Objects 56

Objects 57

Objects 58

Objects 59

Objects 61

Objects 63

Objects 64

Objects 65

Objects 65

Objects 67

Objects 68

Objects 71

Objects 71

Objects 71

Objects 73

Objects 74

Objects 78

Objects 78

Objects 79

Objects 81

Objects 82

Objects 85

Objects 89

Objects 90

Objects 91

Occurs.  On 6

Office Head 29, 32, 33, 71, 73, 74, 81, 82, 83

Official

Certifying 48, 56

Official 39, 42, 43, 44, 46

Official 48

Official 50

Official 51

Official 52

Official 53

Official 55

Official 56

Official 57

Official 58

Ok button

Select 50, 52

Ok button 35, 36

Ok button 50

Ok button 52

Ok button 87

Online

access 3

Online 3

Online 4

Only Record Schedule 51

Origin 30, 40, 53, 54, 56, 59, 74, 79, 88

Original Order

Select 74, 79

Original Order 17

Original Order 74

Original Order 79

Original Order/Relationships 88

Overview checkboxes 52

Overview Description

Enter 43

Overview Description 43

Overview Details

Complete 39

Overview Details 39

Overview Item

Reorder 57

select 57

Overview Item 55

Overview Item 57

Overview Item 58

Overview Title

Enter 43

Overview Title 43

Overviews

delete 50

Existing Overview 39

Overviews 39

Overviews 43

Overviews 50

Overviews 52

Overviews 55

Overviews 57

Overviews 58

Owned Tasks 11

P

Packaged 1, 31, 35, 37, 68, 87, 88, 90, 91

Packaged Electronic Records 88

Packaged Records 88

Packaging Tool 35, 37, 87, 88

Packaging Tool allows 37

Page.  Portals 10

Parent/child 74

Part

Initiate 67

Part 12, 61

Part 67

Part 87

Password 1, 5, 8, 10, 12, 19, 21, 29, 30, 31, 32, 33, 39, 40, 41, 42,
43, 44, 46, 48, 50, 51, 52, 53, 54, 55, 56, 57, 58, 59, 61, 62, 64, 65,
71, 73, 74, 78, 79, 81, 82, 83

Password Reset 10

Pause Transfer 86

Payoff.  The 44, 46, 48

Permanent 44, 46, 48, 81

Permanent Records Schedule Item 44, 46, 48

Personalization 10

Physical

drive 90, 91

Physical 1, 6, 12, 17, 29, 30, 31, 35, 36, 37, 71, 74, 79, 81, 85, 86,
87, 88

Physical 90

Physical 91

Physical Custody Accepted 71

Physical Location

Records 74, 79

Physical Location 74

Physical Location 79

Physical Media 90, 91

Physical Transfer

Electronic Records 74, 79

Non-Electronic Records 74, 79

Physical Transfer 6, 35, 36, 71

Physical Transfer 74

Physical Transfer 79

Physical Transfer 81

Physical Transfer 85

Physical Transfer 86

Physical Transfer 87

Physical Transfer 88

PIV 11, 17

PIV Tasklist 11, 17

PIV Tasklist Portlet 11

Place

DVD 91

Place 3, 31, 56

Place 91

Place CD 90

Place during 56

Popup 90

Popup dialog 90

Porlet 12

Portal

Return 12

view 12

**Portal** 1, 10

Portal 12

Portal 17

Portal Configuration-Edit Book 12

Portal design 10

Portal hyperlink

Return 12

Portal hyperlink 12

Portal icon

Select 12

Portal icon 12

Portal Look 12

Portal presents 10

Portal Resources 12

Portal Resources screen 12

Portal Resources. 12

Portlet

add 12

corner 12

maximize 12

Move 12

remove 12

see 11

Portlet 3

Portlet 11

Portlet 12

Portlets

Adding 12

following 11

Rearranging 12

Removing 12

Portlets 11

Portlets 12

Portlets 17

Portlets provide 11

Portlets.  The 12

Post Ingest Verification 11

Post Ingest Verification Task 11

Presidential Administration 81

Presidential Libraries 81

Press

Process 90, 91

screen result 67

Press 67

Press 67

Press 89

Press 90

Press 91

Privacy Act Notice Info 29, 74, 79

Procedurals 3

Process

Press 90, 91

**Process** 1, 6, 9, 10, 17, 19, 20, 27, 31, 32, 35, 40, 41, 42, 43, 44,
46, 48, 56, 59, 61, 63, 64, 65, 67, 68, 74, 79, 81, 85, 86, 87, 88

Process 90

Process 91

Process All Files 67

Process Media 90

Process Transfer 85

Process.  When 6

Processing Application 67, 68

Processing provides 68

Product-specific 4

Program/Division Director 29, 32, 33, 71, 73, 74, 81, 82, 83

Proposed

changes 74

Draft 32

Proposed 29, 32

Proposed 32

Proposed 33

Proposed 71

Proposed 73

Proposed 74

Proposed 78

Proposed 79

Proposed 82

Proposed State 73, 74, 78, 82

Proposed Transfer Request 71

Proposed. 42, 53, 54, 56, 59

Provided 44, 46

R

Rearranging

Portlets 12

Rows 12

Rearranging 12

Receipt 44, 46, 48, 74, 79, 88

Record Appraiser belonging

Record Schedulers 42

Record Appraiser belonging 42

Record Group

Allocated 33

Record Group 19, 21, 29

Record Group 33

Record Group 40

Record Group 40

Record Group 42

Record Group 44

Record Group 46

Record Group 59

Record Group 71

Record Group 74

Record Group 79

Record Group 86

Record Group 87

Record group exists 44, 46

Record Group Number 44, 46, 74, 79

Record Schedule

access 53, 54

Approve 40, 41, 51

Browse 42

Certify 42, 51

Create 44

Delete 51

existing 59, 61

Modify 53, 56

Reject 56

Search 59

Submit 59

Record Schedule 6, 8, 9, 19, 20, 30, 39

Record Schedule 40

Record Schedule 40

Record Schedule 41

Record Schedule 42

Record Schedule 42

Record Schedule 43

Record Schedule 44

Record Schedule 46

Record Schedule 48

Record Schedule 50

Record Schedule 51

Record Schedule 51

Record Schedule 52

Record Schedule 53

Record Schedule 54

Record Schedule 55

Record Schedule 56

Record Schedule 56

Record Schedule 57

Record Schedule 58

Record Schedule 59

Record Schedule 59

Record Schedule 61

Record Schedule 61

Record Schedule 61

Record Schedule 63

Record Schedule 64

Record Schedule 65

Record Schedule 65

Record Schedule 74

Record Schedule 79

Record Schedule application 6

Record Schedule Item

Add 53

Appraiser Reviewed. 51

associate 30

attaching 74, 79

complete 39, 44, 46, 48

Create 48, 52

Creating 44, 46

Delete 51, 52

display 57, 58

existing 53

modify 53

Move 55

Select 51, 53, 54, 56

Record Schedule Item 19, 20

Record Schedule Item 30

Record Schedule Item 39

Record Schedule Item 42

Record Schedule Item 44

Record Schedule Item 46

Record Schedule Item 48

Record Schedule Item 51

Record Schedule Item 52

Record Schedule Item 53

Record Schedule Item 54

Record Schedule Item 55

Record Schedule Item 56

Record Schedule Item 57

Record Schedule Item 58

Record Schedule Item 63

Record Schedule Item 64

Record Schedule Item 74

Record Schedule Item 79

Record Schedule Item Title 30, 74, 79

Record Schedule Items.  These users 48

Record Tree Level 57, 58

Records

access 39, 43, 48, 50, 55, 57, 58

Arrangement 74, 79, 88

Current Physical Location 74, 79

Electronic Transfer 74, 79

Non-Packaged Records 88

Packaged Records 88

Physical Location 74, 79

**Records** 1, 6, 8, 9, 17, 19, 20, 21, 29, 30, 31, 32, 33, 35, 37

Records 39

Records 40

Records 40

Records 41

Records 42

Records 42

Records 43

Records 44

Records 46

Records 48

Records 50

Records 51

Records 51

Records 52

Records 53

Records 54

Records 55

Records 56

Records 56

Records 57

Records 58

Records 59

Records 59

Records 61

Records 61

Records 61

Records 62

Records 63

Records 64

Records 65

Records 65

Records 67

Records 67

Records 68

Records 71

Records 71

Records 71

Records 73

Records 74

Records 78

Records 78

Records 78

Records 79

Records 81

Records 81

Records 82

Records 83

Records 85

Records 86

Records 87

Records 88

Records 89

Records 89

Records 91

Records Appraiser 40, 42, 53, 54, 56, 59

Records Appraiser Managers 40

Records Appraisers inbox 59

Records Center 6, 8, 21, 30, 31, 33, 35, 37, 61, 62, 67, 68, 71, 73, 74,
78, 79, 81, 82, 83, 85, 86, 87, 89, 91

Records Processor 20, 61, 63, 64, 65, 71, 73, 74, 81, 82, 83

Records Schedule -- General Info 53

Records Schedule Applies 44, 46

Records Schedule Browse 19, 42

Records Schedule Details 19, 42

Records Schedule From Existing

Create 46

Records Schedule From Existing 46

Records Schedule General

complete 44, 46

Records Schedule General 44

Records Schedule General 46

Records Schedule General 53

Records Schedule ID

Select 19, 42, 46, 51

Records Schedule ID 19

Records Schedule ID 42

Records Schedule ID 44

Records Schedule ID 46

Records Schedule ID 51

Records Schedule Item ID

Select 19, 42

Records Schedule Item ID 19

Records Schedule Item ID 42

Records Schedule Item Screen

Approved. 51

Records Schedule Item Screen 44, 46, 48

Records Schedule Item Screen 51

Records Schedule Items 19, 20, 30, 39, 42, 44, 46, 48, 51, 52, 53, 54,
55, 56, 57, 58, 61, 63, 64, 65, 74, 79

Records Schedule workflow 44, 46

Records Scheduler

allowing 44, 46, 48

Certifying Official belonging 44, 46

Record Appraiser belonging 42

Records Scheduler 17, 20, 39

Records Scheduler 42

Records Scheduler 43

Records Scheduler 44

Records Scheduler 46

Records Scheduler 48

Records Scheduler 50

Records Scheduler 51

Records Scheduler 51

Records Scheduler 52

Records Scheduler 53

Records Scheduler 55

Records Scheduler 56

Records Scheduler 57

Records Scheduler 58

Records Scheduler 61

Records Scheduler 63

Records Scheduler 64

Records Scheduler 65

Records Scheduler Title 44, 46

Records Type 30, 74, 79

Records' 81

Red Asterisk 10, 12

Redisplay 20, 63

Referenced Assets

Select 20, 63

Referenced Assets 20

Referenced Assets 21

Referenced Assets 63

Referenced Assets 71

Reject

Legal Transfer Instrument 32

Records Schedule 56

Reject 6, 29

Reject 32

Reject 56

Reject 74

Reject 78

Reject button

select 56

Reject button 29

Reject button 56

Reject button 74

Reject Physical Custody

Transfer Request 6

Reject Physical Custody 6

Reject Physical Custody 74

Reject Transfer Request 78

Rejected By 29, 74

Rejecting Additional Shipment

selecting 6, 74

Rejecting Additional Shipment 6

Rejecting Additional Shipment 74

Related Entity 21, 71

Release 19, 20, 41, 63

Remove Item button 12

Removing

portlet 12

Portlets 12

Removing 12

Reorder

Overview Item 57

Reorder 12, 53

Reorder 57

Reorder 58

Reorder button

Select 57, 58

Reorder button 57

Reorder button 58

Reorder Records Schedule Items 58

Reorder Workbench 12

Report 6, 12, 19, 30, 32, 39, 42, 43, 44, 46, 48, 50, 51, 52, 53, 54,
55, 56, 57, 58, 61, 64, 65, 74, 79, 85, 86

Request

Transfer 86

Transfer Physical Custody 88

Request 5, 6, 8, 12, 19, 20, 21, 30, 31, 35, 37, 42, 56, 61, 62, 63, 67,
71, 73, 74, 78, 79, 81, 82, 83

Request 86

Request 87

Request 88

Request 89

Request 89

Request 91

Reset button 30, 32, 35, 61, 62, 78, 86

Reset Password

Selecting 10

Reset Password 5, 8

Reset Password 10

Reset Password 11

**Responsibilities** 1, 29, 32, 33, 71, 73, 74, 81, 82, 83

Restart Transfer 87

Restart Transfer button 87

Restrictions 17, 30, 74, 79

Return

Portal 12

Portal hyperlink 12

Select 12

Return 6, 9

Return 12

Return 30

Return 35

Return 56

Return 62

Return 67

Return 74

Return 78

Review

Transfer Request 71

Review 17, 29, 32, 33, 39, 40, 41, 42, 43, 44, 46, 48, 50, 53, 55, 56,
57, 58

Review 71

Review 71

Review 73

Review 74

Review 81

Review 82

Review 83

Review 85

Right Arrow 89

Right Panel 19, 21, 29, 71

Rows

Rearranging 12

Rows 6

Rows 12

Rows 35

RSI 79

S

Save

File Name 35, 36

select 39

Selecting 44, 46

Save 6, 12, 32

Save 35

Save 36

Save 36

Save 39

Save 40

Save 40

Save 41

Save 42

Save 44

Save 46

Save 48

Save 53

Save 54

Save 59

Save 64

Save 73

Save 74

Save button

select 44, 46, 48, 53, 54, 64

Save button 6, 35, 36

Save button 44

Save button 46

Save button 48

Save button 53

Save button 54

Save button 64

Save Changes 12

Save In 6, 35, 36

Save Section

Selecting 64

Save Section 64

Save Section button

Select 64

Save Section button 64

Schedule Items 19, 42, 48, 51, 65

Schedule Subject 44, 46

Schedule Title 44, 46

Schedule. 56

Schedule.  They 56

**Schedules** 1, 6, 9, 19, 42, 44, 46, 48, 51, 52, 56, 57, 58, 59, 61,
65

**Scheduling** 1, 9, 19, 30, 40, 41, 42, 44, 48, 52, 53, 54, 55, 56, 59,
74, 79

Scheduling.  Two 44

Screen

Legal Transfer Instrument 32

Transfer Request 74

Screen 1, 3, 4, 5, 6, 9, 10, 11, 12, 17, 19, 20, 21, 29, 30, 31, 32

Screen 32

Screen 33

Screen 33

Screen 33

Screen 35

Screen 36

Screen 36

Screen 39

Screen 40

Screen 40

Screen 41

Screen 42

Screen 42

Screen 43

Screen 44

Screen 46

Screen 48

Screen 50

Screen 51

Screen 51

Screen 52

Screen 53

Screen 54

Screen 55

Screen 56

Screen 57

Screen 58

Screen 59

Screen 59

Screen 61

Screen 61

Screen 61

Screen 62

Screen 63

Screen 64

Screen 65

Screen 67

Screen 71

Screen 71

Screen 71

Screen 73

Screen 74

Screen 78

Screen 78

Screen 78

Screen 79

Screen 81

Screen 82

Screen 83

Screen 85

Screen 85

Screen 86

Screen 87

Screen 89

Screen 90

Screen 91

Screen refreshes

display 19, 42, 64

Screen refreshes 19

Screen refreshes 42

Screen refreshes 64

Screen result

pressing 67

Screen result 67

Scroll bar

Use 19, 42

Scroll bar 19

Scroll bar 42

Search

access 9

Legal Transfer Instrument 32

Records Schedule 59

system performs 61

Transfer Plan 65

user initiates 61

Search 1, 4, 6

Search 9

Search 19

Search 30

Search 32

Search 35

Search 42

Search 46

Search 51

Search 59

Search 61

Search 61

Search 61

Search 61

Search 62

Search 64

Search 65

Search 67

Search 68

Search 74

Search 78

Search 79

Search 85

Search 86

Search 87

Search button

select 46, 51, 59, 61, 64, 65

Search button 35

Search button 46

Search button 51

Search button 59

Search button 61

Search button 61

Search button 64

Search button 65

Search button 86

Search Records Schedules 61

Search Results list 46, 51, 61, 64, 65

Search Transfer Plans 61

Search Transfer Requests 78

Search. 4

Secure FTP 88

Security Classification 74, 79

Security Quarantine application 85

Security Scan Report 85, 86

See

portlet 11

See 1, 4, 5, 9, 10

See 11

See 12

See 17

See 35

See 64

See Figure 119 Transfer Plan 64

Select

Add Disposition Overview icon 43

Add Item button 39

Add Overview button 39

Add Records Schedule Item icon 44, 46, 48

Add Section icon 64

Agency Certification checkbox 42

Apply Layout button 12

Approve 29, 74

Approve button 40, 41

Approve checkbox 40, 41, 59

Cancel button 9, 40, 41, 42, 43, 44, 46, 50, 55, 56, 57, 58, 59, 64

Certify button 42

checkbox 39, 50, 52, 55, 57, 58

Create button 44, 46

Delete button 9, 50, 51

Delete icon 52

Delete Section icon 64

Done button 44, 46, 48

Draft checkbox 51

Edit Contents button 12

Extended Lifecycle Data 20, 63

General Info 44, 46, 48, 79, 82

Help-Main 4

Home button 5

Item Info 39, 43, 44, 46, 48, 50, 51, 52, 53, 55, 57, 58

Legal Transfer Instrument 32, 33

LTI 32

Move button 55

NARA Info 40, 41, 54, 59

Ok button 50, 52

Original Order 74, 79

Overview item 57

Portal icon 12

Records Schedule ID 19, 42, 46, 51

Records Schedule Item 51, 53, 54, 56

Records Schedule Item ID 19, 42

Reference Assets 20, 63

Reject Additional Shipments 74

Reject button 56

Rejecting Additional Shipment 6

Reorder button 57, 58

Reset Password 10

Return 12

Save 39, 44, 46

Save button 44, 46, 48, 53, 54, 64

Save Section 64

Save Section button 64

Search button 46, 51, 59, 61, 64, 65

Show Page Contents 12

Spell Check icon 6

Submit 44, 46

Submit button 1, 8, 10, 12, 19, 20, 21, 29, 30, 32, 33, 39, 40, 41, 42,
43, 44, 46, 48, 50, 51, 52, 53, 54, 55, 56, 57, 58, 59, 61, 62, 63, 64,
65, 71, 73, 74, 78, 79, 81, 82, 83

Transfer Details 74, 79, 82

Transfer Plan ID 20, 61, 63, 64, 65

Transfer Request 73, 74, 79

Update button 39, 43, 55, 57, 58

User Registration 12

View Details icon 21, 71

What's New 4

Workbench 12

**Select** 1

Select 1

Select 1

Select 3

Select 3

Select 3

Select 4

Select 5

Select 6

Select 8

Select 8

Select 9

Select 9

Select 10

Select 11

Select 12

Select 12

Select 19

Select 19

Select 20

Select 21

Select 29

Select 29

Select 29

Select 30

Select 31

Select 32

Select 32

Select 32

Select 33

Select 33

Select 33

Select 35

Select 36

Select 36

Select 39

Select 40

Select 40

Select 41

Select 42

Select 42

Select 43

Select 44

Select 46

Select 48

Select 50

Select 51

Select 51

Select 52

Select 53

Select 54

Select 55

Select 56

Select 57

Select 58

Select 59

Select 59

Select 61

Select 61

Select 61

Select 62

Select 63

Select 64

Select 65

Select 67

Select 71

Select 71

Select 71

Select 73

Select 74

Select 78

Select 78

Select 78

Select 79

Select 81

Select 82

Select 83

Select 85

Select 85

Select 86

Select 87

Select 89

Select 89

Select 90

Select 91

Select Accept Physical Custody

Transfer Group 71

Select Accept Physical Custody 71

Select Accept Physical Custody 74

Select Add New Item 12

Select Approve 29, 71, 74

Select Cancel 29, 32, 73, 74

Select Create 30, 74, 79

Select Customize Your View 12

Select Delete 31, 32, 74, 78

Select link 74

Select Reject 32, 74, 78

Select Reject Additional Shipments 74

Select Save 32, 74, 79, 82

Select Scheduling 19, 42, 44, 46, 51, 59, 61

Select Show Page Contents 12

Select Submit 32, 33, 74

Select Suspend 85

Select Transfer 20, 21, 32, 35, 61, 63, 64, 65, 71

Select Transfer Request 21, 35, 71

Select TransfersèLegal Transfers èBrowse 19, 29

Select Yes 29, 31, 73, 78, 90, 91

Selected Request

Transfer ID 86

Selected Request 86

Selecting Reject Additional 74

Series 21, 71

Series Title 74, 79

Service

Level 74, 79

Service 10, 17

Service 74

Service 79

SFTP

Launch 89

SFTP 85, 88

SFTP 89

SFTP application

Close 85

SFTP application 85

SFTP Client

Ensure 89

SFTP Client 89

Shipment 1, 6, 35, 36, 37, 74, 81, 82, 85, 86, 87, 88

Shipment Structure 35

Shipment's 86

Shipment's corresponding 86

Show Page Contents 12

Select 12

Show Page Contents 12

Signature 29, 40, 41, 42, 59, 74, 85

Site Name 89

Special Markings 74, 79

Spell Check icon

Selecting 6

Spell Check icon 6

Spell Check icon checks 6

State

Legal Transfer Instrument 33

Transfer Request 82

Transfer Request workflow 82

State 6, 29, 32, 33

State 33

State 33

State 35

State 40

State 40

State 41

State 51

State 51

State 52

State 56

State 59

State 71

State 71

State 73

State 74

State 81

State 81

State 82

State 83

Status

and/or check 68

Status 8, 9, 19, 21, 29, 30, 32, 33, 35, 36, 39, 40, 41, 42, 43, 44, 46,
48, 50, 51, 52, 53, 54, 55, 56, 57, 58, 59, 67

Status 68

Status 71

Status 71

Status 74

Status 78

Status 79

Status 81

Status 82

Status 85

Status 86

Status 87

Statutory Citation 74, 79

Stop Sign icon 85

Store 19, 20, 31, 63, 67

Subfolders

Transfer Plan 21, 71

Subfolders 21

Subfolders 71

Submenus 9

Submit

Certification. 39, 43, 44, 46, 48, 50, 51, 52, 53, 55, 56, 57, 58

Legal Transfer Instrument 30, 32

Records Schedule 59

Select 44, 46

Transfer Request 74

Submit 1, 6, 8, 10, 12, 19, 20, 21, 29

Submit 30

Submit 31

Submit 32

Submit 32

Submit 32

Submit 33

Submit 33

Submit 35

Submit 37

Submit 39

Submit 40

Submit 40

Submit 41

Submit 42

Submit 42

Submit 43

Submit 44

Submit 46

Submit 48

Submit 50

Submit 51

Submit 51

Submit 52

Submit 53

Submit 54

Submit 55

Submit 56

Submit 56

Submit 57

Submit 58

Submit 59

Submit 59

Submit 61

Submit 61

Submit 61

Submit 62

Submit 63

Submit 64

Submit 65

Submit 67

Submit 68

Submit 71

Submit 71

Submit 71

Submit 73

Submit 74

Submit 78

Submit 78

Submit 78

Submit 79

Submit 81

Submit 82

Submit 83

Submit 85

Submit 89

Submit button

Select 1, 8, 10, 12, 19, 20, 21, 29, 30, 32, 33, 39, 40, 41, 42, 43, 44,
46, 48, 50, 51, 52, 53, 54, 55, 56, 57, 58, 59, 61, 62, 63, 64, 65, 71,
73, 74, 78, 79, 81, 82, 83

Submit button 1

Submit button 1

Submit button 6

Submit button 8

Submit button 10

Submit button 12

Submit button 12

Submit button 19

Submit button 19

Submit button 20

Submit button 21

Submit button 29

Submit button 29

Submit button 29

Submit button 30

Submit button 32

Submit button 32

Submit button 32

Submit button 33

Submit button 33

Submit button 39

Submit button 40

Submit button 40

Submit button 41

Submit button 42

Submit button 42

Submit button 43

Submit button 44

Submit button 46

Submit button 48

Submit button 50

Submit button 51

Submit button 51

Submit button 52

Submit button 53

Submit button 54

Submit button 55

Submit button 56

Submit button 57

Submit button 58

Submit button 59

Submit button 59

Submit button 61

Submit button 61

Submit button 61

Submit button 62

Submit button 63

Submit button 64

Submit button 65

Submit button 71

Submit button 71

Submit button 71

Submit button 73

Submit button 74

Submit button 78

Submit button 78

Submit button 78

Submit button 79

Submit button 81

Submit button 82

Submit button 83

Submit button 89

Submit button initiates

approval 74, 79

Submit button initiates 74

Submit button initiates 79

Submit Transfer Request 79

Subordinate NARA Manager 29

Summary 20, 21, 63, 71, 85

**System** 1, 5, 6, 8, 9, 10, 12, 17, 19, 20, 29, 30, 32, 33, 35, 39,
40, 41, 42, 43, 44, 46, 48, 50, 51, 52, 55, 56, 57, 58, 59, 61, 62, 63,
64, 67, 71, 73, 74, 78, 79, 81, 82, 83, 88, 89

System knows 10

System performs

search 61

System performs 61

System recommendations 29, 32, 33, 71, 73, 74, 81, 82, 83

System.  The 6

System-to-system 88

T

Task List 11, 78

Tasklist 11, 17

Tasks/work 9

Team Lead 29, 32, 33, 71, 73, 74, 81, 82, 83

Temporary 44, 46, 48, 81

Temporary Records Schedule Item 44, 46, 48

These Asset Catalog Entries 1

TOC 4

Tool's

Media Files 90

Tool's 90

Toolbar

ERA System using 9

Toolbar 1, 4

Toolbar 9

Toolbar 17

**Tools** 1, 9, 17, 35, 65, 67, 88, 89, 90, 91

Top Header Menu 5

Track

Legal Transfer Instrument 33

**Track** 1

Track 33

Track 81

Track Transfer Request 81

Transfer Details

Select 74, 79, 82

Transfer Details 71

Transfer Details 74

Transfer Details 79

Transfer Details 82

Transfer Details 86

Transfer Group

Select Accept Physical Custody 71

Transfer Group 6, 35, 36

Transfer Group 71

Transfer Group 74

Transfer Group 79

Transfer Group 81

Transfer Group 85

Transfer Group 86

Transfer Group 87

Transfer Group 88

Transfer Group Description 74, 79

Transfer Group ID 74, 79

Transfer ID

selected Request 86

Transfer ID 86

Transfer ID 87

Transfer Information

add 64

Transfer Information 64

Transfer Information 86

Transfer Manifest 85, 86, 87

Transfer Manifest Verification 85, 86, 87

Transfer Manifest Verification Report 87

Transfer Method 35, 74, 79

Transfer Official 6, 8, 21, 29, 30, 31, 32, 33, 35, 37, 61, 62, 67, 68,
71, 73, 74, 78, 79, 81, 82, 83, 85, 86, 87, 89, 91

Transfer Physical Custody

Request 88

Transfer Physical Custody 6, 8, 21, 30, 31, 35, 37, 61, 62, 67, 71, 73,
74, 78, 79, 81, 82, 83, 86, 87

Transfer Physical Custody 88

Transfer Physical Custody 89

Transfer Physical Custody 89

Transfer Physical Custody 91

Transfer Plan

Browse 63

detail 20, 63

Modify 64

Search 65

subfolders 21, 71

Transfer Plan 20

Transfer Plan 21

Transfer Plan 61

Transfer Plan 63

Transfer Plan 64

Transfer Plan 65

Transfer Plan 65

Transfer Plan 71

Transfer Plan Browse 20

Transfer Plan ID

Select 20, 61, 63, 64, 65

Transfer Plan ID 20

Transfer Plan ID 61

Transfer Plan ID 63

Transfer Plan ID 64

Transfer Plan ID 65

Transfer Processing 85, 87

Transfer Protocol 88

Transfer Report 85, 86

Transfer Request

Accept Physical Custody 71

Approve 71

associate 30

Cancel 73

Create 74

displaying 78

Inbox 74

Reject Physical Custody 6

Review 71

screen 74

select 73, 74, 79

state 82

submit 74

User 82

verify 74

view 83

Transfer Request 6

Transfer Request 8

Transfer Request 21

Transfer Request 30

Transfer Request 31

Transfer Request 35

Transfer Request 36

Transfer Request 61

Transfer Request 62

Transfer Request 67

Transfer Request 67

Transfer Request 71

Transfer Request 71

Transfer Request 71

Transfer Request 73

Transfer Request 74

Transfer Request 78

Transfer Request 78

Transfer Request 78

Transfer Request 79

Transfer Request 81

Transfer Request 81

Transfer Request 82

Transfer Request 83

Transfer Request 85

Transfer Request 86

Transfer Request 87

Transfer Request 88

Transfer Request 89

Transfer Request 89

Transfer Request 90

Transfer Request 91

Transfer Request Access Restrictions 30

Transfer Request Browse 21

Transfer Request Details

following 21, 71

Transfer Request Details 21

Transfer Request Details 71

Transfer Request ID 21, 35, 67, 71, 74, 79, 89, 90, 91

Transfer Request Name 86, 87

Transfer Request provides

transfer 81

Transfer Request provides 81

Transfer Request Search 62, 67, 89

Transfer Request workflow

initiating 74

states 82

Transfer Request workflow 74

Transfer Request workflow 82

Transfer Request's 74, 78, 79

Transfer Shipment 6, 11, 35, 36, 37, 85, 86, 87, 88, 89, 91

Transfer Shipment Summary 11

Transfer Shipment Using

ERA Packaging Tool 35

Transfer Shipment Using 35

Transfer shipment utilizing

ERA Packaging Tool 35

Transfer shipment utilizing 35

Transfer Shipment via HTTPS Using

Ingest Working Storage 89

Transfer Shipment via HTTPS Using 89

Transfer Shipment via SFTP Connection 89

Transfer Staff 29, 30, 32, 33, 71, 73, 74, 78, 81, 82, 83

Transfer Staff's 71

Transfer Target 67

Transfer Target Directory

Files Within 67

Transfer Target Directory 67

Transfer Target Directory 67

Transfer Target Directory associated 67

Transfer, 88

Transfer_Shipment 90, 91

Transfer_Shipment folder 90, 91

Transferring

access 82

Entities 30, 74

entity's 88

Legal Transfer Instrument provides 81

Transfer Request provides 81

Transferring 1, 6, 8, 11, 19, 20, 21, 29

Transferring 30

Transferring 31

Transferring 32

Transferring 32

Transferring 33

Transferring 33

Transferring 35

Transferring 36

Transferring 37

Transferring 42

Transferring 61

Transferring 61

Transferring 61

Transferring 62

Transferring 63

Transferring 64

Transferring 65

Transferring 65

Transferring 67

Transferring 67

Transferring 67

Transferring 68

Transferring 71

Transferring 71

Transferring 71

Transferring 73

Transferring 74

Transferring 78

Transferring 78

Transferring 78

Transferring 79

Transferring 81

Transferring 81

Transferring 82

Transferring 83

Transferring 85

Transferring 85

Transferring 85

Transferring 85

Transferring 86

Transferring 87

Transferring 87

Transferring 88

Transferring 89

Transferring 89

Transferring 91

Transferring Entity 81, 89

Transferring Official's 85

Transfers

Request 86

Transfers 78, 81, 85

Transfers 86

Transfers 87

TransfersèLegal Transfer èCreate 30

TransfersèLegal Transfers èBrowse 19, 29

TransfersèTransfer Request èBrowse 21, 71

TransfersèTransfer Request èCreate 74

TransfersèTransfer Request èSearch 62, 78

Transmit 89

Txt 91

Type 33

U

U.S.C. 56

United States

Archivist 29, 32, 33, 71, 73, 74, 81, 82, 83

United States 29

United States 29

United States 32

United States 33

United States 71

United States 73

United States 74

United States 81

United States 82

United States 83

Unlink Element 6

Unpackaged 68, 87

Unpackaged media 87

Up

Use 57, 58

Up 1, 6, 51, 52

Up 57

Up 58

Up/down 12

Update

Legal Transfer Instrument 33

Update 1, 9, 11, 29, 30, 31, 32

Update 33

Update 39

Update 43

Update 55

Update 57

Update 58

Update 71

Update 73

Update 74

Update 78

Update 79

Update 82

Update 85

Update Account 1, 11

Update button

Select 39, 43, 55, 57, 58

Update button 39

Update button 43

Update button 55

Update button 57

Update button 58

Update Transfer Request 82

Upload 85, 88, 89, 90, 91

Upload Application interface's 89

Upload Files

ERA 88

Upload Tool 91

Upload Files 88

Upload Files 91

Upload Into ERA 90

Upload Tool

Upload Files 91

Upload Tool 88, 90

Upload Tool 91

Upload Tool user 90, 91

Use

ERA 30, 74

ERA Online Help 4

ERA System 3

Scroll bar 19, 42

Up 57, 58

Use 3

Use 4

Use 5

Use 6

Use 8

Use 10

Use 12

Use 19

Use 29

Use 30

Use 32

Use 42

Use 44

Use 46

Use 48

Use 56

Use 56

Use 57

Use 58

Use 74

Use 78

Use 79

Use 88

Use 89

Use 90

Use 91

User

functions allows 4

Transfer Request 82

**User** 1, 3

User 4

User 5

User 6

User 8

User 8

User 9

User 9

User 10

User 10

User 11

User 11

User 12

User 12

User 17

User 19

User 19

User 19

User 20

User 21

User 29

User 29

User 29

User 30

User 31

User 31

User 32

User 32

User 32

User 33

User 33

User 33

User 39

User 40

User 40

User 41

User 42

User 42

User 43

User 44

User 46

User 48

User 50

User 51

User 51

User 52

User 53

User 54

User 55

User 56

User 56

User 57

User 58

User 59

User 59

User 61

User 61

User 61

User 61

User 62

User 63

User 64

User 65

User 67

User 67

User 67

User 71

User 71

User 71

User 73

User 74

User 78

User 78

User 78

User 79

User 81

User 82

User 83

User 85

User 85

User 86

User 89

User 90

User 91

User attempts

add 39

User attempts 39

User ID 5, 19, 21, 29, 30, 31, 32, 33, 39, 40, 41, 42, 43, 44, 46, 48,
50, 51, 52, 53, 54, 55, 56, 57, 58, 59, 61, 62, 64, 65, 71, 73, 74, 78,
79, 81, 82, 83

User initiates

search 61

User initiates 61

User Login 5

User Name 5, 12, 85

User performs 48, 51, 52

User Registration 8

Select 12

User Registration 5

User Registration 11

User Registration 12

User's

Delegated Account Administrator receives 12

determine 5

matches 29, 40, 41, 42, 59, 74

User's 5

User's 9

User's 9

User's 10

User's 12

User's 17

User's 29

User's 29

User's 30

User's 31

User's 32

User's 32

User's 32

User's 33

User's 33

User's 40

User's 40

User's 41

User's 42

User's 59

User's 61

User's 71

User's 73

User's 74

User's 78

User's 78

User's 79

User's 81

User's 82

User's 89

User's email 5

User's Inbox 29, 31, 32, 33, 71, 73, 74, 78, 79, 82, 83

User's Notices Portlet 9

User's portal.  The workbench 17

Username 1, 8

V

Validate

ID/password 5

Validate 5

Validate 31

Validate 40

Validate 40

Validate 41

Validate 42

Validate 44

Validate 46

Validate 59

Validate 64

Verified / Confirm 6

Verify

Transfer Request 74

Verify 6, 31, 40, 41, 42, 44, 46, 59, 64, 71, 73

Verify 74

Verify 78

Verify 79

Verify 82

Verify 89

Verify Transfer Request 73

View

ERA Portal 17

Legal Transfer Instrument 33

Portal 12

Transfer Request 83

View 1, 4, 6, 8, 9, 10, 11

View 12

View 17

View 19

View 19

View 20

View 21

View 31

View 33

View 33

View 42

View 63

View 67

View 68

View 71

View 74

View 81

View 83

View 85

View 86

View 90

View Details icon

Select 21, 71

View Details icon 21

View Details icon 71

View File 6

View Report 86

View Transfer Request 83

Virus 85, 86

Virus Quarantine application 85

Virus Report 85, 86

VLAN Transmission 35

W

Website 10

What's New 4, 17

select 4

What's New 3

What's New 4

What's New link 4

Within Add 12

Within ERA Portal Workbench 12

Workbench

called 5

generates 5

Select 12

**Workbench** 1, 4

Workbench 5

Workbench 8

Workbench 11

Workbench 12

Workbench 17

Workbench 29

Workbench 29

Workbench 30

Workbench 31

Workbench 32

Workbench 32

Workbench 32

Workbench 33

Workbench 33

Workbench 39

Workbench 40

Workbench 40

Workbench 41

Workbench 42

Workbench 43

Workbench 44

Workbench 48

Workbench 50

Workbench 53

Workbench 54

Workbench 55

Workbench 56

Workbench 57

Workbench 58

Workbench 59

Workbench 61

Workbench 74

Workbench 79

Workbench 81

Workbench 82

Workbench 85

Workbench customization 12

Workbench Launch Access Management 85

Workbench. 48

Workbench. 50

Workflow 6, 30, 31, 32, 48, 67, 68, 74, 82

Workflow process. 48

Workflow.  Once No More Shipments 82

Workflows 9

Working 78

Workstation 89, 90, 91