# Presentation: 547713

## Module 6:Packaging Tool

**Module 6:****Packaging Tool**

## Introduction

- At the conclusion of this module you will be able to:
- Understand the transfer process
- Prepare a shipment of records using the Packaging Tool
- Finalize a shipment

## Lesson Numbers

- Transfer Overview
- Preparing a Shipment Using the Packaging Tool
- Finalizing a Shipment

## Module 6:  Packaging Tool

- Lesson 1:  Transfer Overview

## Transfer Overview

**Transfer Overview**

**Transferring Official**
-  Create **TR** & Associate it with **RSI** & submit
- Resubmit / Modify **TR** if rejected

**Transferring Staff**
-  Approved **TR**:
-  Transfer Target folder created (System)
- Reject **TR**
-  Message sent to the Agency Transferring Official

**Transferring Official**
- Send Records
- Electronic
- https
- SFTP
- Physical Media
- Packaged
- Unpackaged
- Non-Electronic
- Not in Inc 1

**The ERA System**
- Conducts transfer processing
- Records per TR & TR is not closed, TR means that physical custody been accepted / Rejected by NARA
- Yes
- No, MSG to Transferring Official

**Transferring Staff**
- Resolve virus & security quarantine issues

**The ERA System**
- Write records to managed storage
- Generate reports
- Virus Scan
- Security Scan
- Transfer Manifest Verification
- Data file ID
- Create Asset Catalog entries for each record

**Notes:**
Difference Between Agency and NARA duties
Agency:
Initial & Submit Transfer Request (TR)
Resubmit / Modify TR if rejected
Send Records
Electronic and or Non-Electronic
NARA:
Approve / Reject TR
Resolve Virus & Security issues

Agency & NARA
Work to Resolve Problems

System
Create transfer plan
Initiate Transfer
Create Access catalog
Record TR
Write records to managed storage
Generate reports

## Transfer Overview

## Transfer Overview

- NARA

- Agency

**Transferring Staff**
-  Approved **TR**
-  Transfer Target folder created (System)
- Reject **TR**
-  Message sent to the Agency Transferring Official

**Transferring Official**
-  Create **TR** & Associate it with **RSI** & submit
- Resubmit / Modify **TR** if rejected

## Transfer Overview

## Transfer Overview

**Transferring Official**
-  Create **TR** & Associate it with **RSI** & submit
- Resubmit / Modify **TR** if rejected

**Transferring Staff**
-  Approved **TR**:
-  Transfer Target folder created (System)
- Reject **TR**
-  Message sent to the Agency Transferring Official

**Transferring Official**
- Send Records
- Electronic
- https
- SFTP
- Physical Media
- Packaged
- Unpackaged
- Non-Electronic
- Not in Inc 1

**The ERA System**
- Conducts transfer processing
- Records per TR & TR is not closed, TR means that physical custody been accepted / Rejected by NARA
- Yes
- No, MSG to Transferring Official

## Transfer Overview

**Transferring Official**
-  Create **TR** & Associate it with **RSI** & submit
- Resubmit / Modify **TR** if rejected

**Transferring Staff**
-  Approved **TR**:
-  Transfer Target folder created (System)
- Reject **TR**
-  Message sent to the Agency Transferring Official

**Transferring Official**
- Send Records
- Electronic
- https
- SFTP
- Physical Media
- Packaged
- Unpackaged
- Non-Electronic
- Not in Inc 1

**The ERA System**
- Conducts transfer processing
- Records per TR & TR is not closed, TR means that physical custody been accepted / Rejected by NARA
- Yes
- No, MSG to Transferring Official

**Transferring Staff**
- Resolve virus & security quarantine issues

## Transfer Overview

## Module 6:  Packaging Tool

- Lesson 2:  Prepare Records for Transfer Using the Packaging Tool

## Transferring Official Workbench

**Notes:**
The Packaging Tool can be used “stand alone” or through the ERA system.

If used through ERA, the Transferring Official will log in and see a workbench

## Packaging Tool Menu

**Notes:**
The Packaging Tool is accessed through the menu on the upper left of the screen

## Main Screen

**Notes:**
This is the first screen of the Packaging Tool

At this point, the “Data Files” Tab is not active

## Contact Information

**Notes:**
The contact information should be entered first

Some of the fields are required

## Container Size Limit

**Notes:**
“VLAN Transmission” means that the shipment will be sent via SFTP (Secure Shell File Transfer Protocol) or HTTPS (Hypertext Transfer Protocol over Secure Socket Layer).  There is a container size limit of 1 Gigabyte for such on-line transfers.

DVD-ROM or CD-ROM Transmission implies that the records will be sent on physical media.  The container size limits represent the capacity of the physical media

## Search for Transfer Request to Associate

**Notes:**
There must be an approved Transfer Request in order to ship records to NARA.

In stand-alone mode, the Transferring Official must enter the information manually

In connected mode, we can search for a Transfer Request in ERA

## Search Results

**Notes:**
Here are the search results for the Department of Defense

We will use the “associate” button to establish the link

## Transfer Request Highlighted

**Notes:**
I have highlighted the Transfer Request

Once we click “Associate,” the data will be completed automatically

## Transfer Request Data

**Notes:**
The Transfer Request data have been entered

Note that we can edit some of the fields, if necessary

## Data Files Tab Blank

**Notes:**
I have clicked on the “Data Files” tab in order to begin building the shipment structure.  Everything is blank at the moment.

Next I will explain each part of the Data Files screen

## File System Structure

**Notes:**
The left-hand pane is the file system structure on your computer.

The structure can be expanded or contracted.

## Shipment Structure

**Notes:**
On the right side we will see the structure of the shipment we are preparing

At the top will be “File Count” and “Shipment Size”

At the bottom will be “Associated Documentation” that helps explain the records

## Expanded File System Structure

**Notes:**
By navigating in the pane on the left, we can access files on any local drive, network drive, or attached external media.

It is important to note that files will be “copied” from the local medium, not removed from it.

## Select a Folder

**Notes:**
We can add a folder and all of its contents to the shipment.

We do this by dragging the folder from the left pane to the top right pane

We also can use the right-click on the mouse to do the same thing

## Folder Added

**Notes:**
The folder has been added to the shipment

## Added Folder Expanded

**Notes:**
We can verify that the full folder contents were added

## Select One File

**Notes:**
We also can add files to the shipment one-at-a-time

We do this by “dragging and dropping” or by right-clicking on the mouse

## File Added to Shipment

**Notes:**
The file has been added to the shipment structure

## File for Associated Documentation

**Notes:**
To move a file to “Associated Documentation, we first highlight it

## Right-Click Mouse

**Notes:**
We then right-click on the mouse to open the menu and select “Move to Associated Documentation.”

## Move Completed

**Notes:**
Here we can see that the file was moved successfully to Associated Documentation

## Remove Files From Shipment

**Notes:**
If necessary, we can remove a file from the shipment.

We begin by selecting the file

## Remove Menu

**Notes:**
A right click on the mouse opens up a menu

Select the “Remove from Shipment” option

## Remove Confirmation

**Notes:**
The system will ask us if we are certain.  Selecting “OK” will remove the file from the shipment.

The file only is removed from the shipment; it is not deleted from the originating file system

## Removal Successful

**Notes:**
The file has been removed.  Note that the file count has been reduced by 1 to 28.

Next we should save the shipment

## Save Dialog Box

**Notes:**
Clicking “Save” opens a dialog box

## Create New Folder

**Notes:**
The ERA shipment can be saved anywhere

To avoid confusion, we recommend creating a new folder.  In this case, I’ve created a new folder called “ERA Shipments”

## New Folder Selected

**Notes:**
We’ve selected the newly-created folder, which is empty at this point

## File Named

**Notes:**
We’ve given the file a name.  We then will click “Save”

Note that the shipment is being saved as a file type unique to ERA, called a “Packaging Tool File.”  In a couple of slides we’ll see that this is given the file extension “.ptf”

## Save Confirmation

**Notes:**
We will receive a confirmation from the system that the save has been successful.  

Clicking “OK” clears the ERA system message.

In the following lesson, we’ll cover the next steps in finalizing a shipment

## Module 6:  Packaging Tool

- Lesson 3:  Finalizing a Shipment

## Packaging Tool Re-Opened

**Notes:**
I have logged in as a Transferring Official and opened the Packaging Tool

Note that no shipment information is displayed at the moment

## Shipment Menu:  Open

**Notes:**
We use the menu on the upper left to “open” a shipment

## “Open” Dialog Box

**Notes:**
We then are presented with a dialog box to locate and identify the shipment

## “ERA Shipments” Open

**Notes:**
I have opened the folder labeled “ERA Shipments”

There is one “Packaging Tool File” (.ptf) in the folder.  It is the file we created in the previous lesson

## PTF File Selected

**Notes:**
I have selected the “Scenarios” file and will click “Open”

## Shipment Opened

**Notes:**
The shipment now is open and ready for additional actions.

We can add files to the shipment, remove files from the shipment, or move files to Associated Documentation

## Conclusion

- At the conclusion of this module you are able to:
- Understand the transfer process
- Prepare a shipment of records using the Packaging Tool
- Finalize a shipment