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This page explains functions for YEMMC (only) to do on the Physical Records Retention. Options for all users are found at Physical Records Inventory.
Labels
To print 6 3.5X4" labels to put on the sides of the box, right click on the box, then click on Print Box Label. Change the label from Full Page Label to 6 labels. Then click print and send to your printer. It will print 2 labels wide and 3 down on 8.5X11" paper. You can also leave it as Full Page Label, and it will print the Records Retention Form (example: physRecordsLabel.pdf),
Action List
When a user requests that you do something with a box, you will get an email. The Action List prints items that require your action: New Box Addition Requests, Box Requests and Return Request. It can be printed for a single location or all. It prints one page per person per location per request. For example, if a person requested that 3 boxes are added to inventory, and also requests that you deliver one box to her, there will be two sheets. This way, if you want the user to sign the sheet you can.
To run the Action List, either click File/Print Action List or just press CTRL-P.
A report window will appear, and allow you to select the location or leave it blank. If you leave it blank, it will print all pending actions. Example Action List: physRecordsAction.pdf
Posting
Once you have either delivered or picked up the boxes, you will need to post. On the Physical Records Retention screen, you can just click the Post button or in the white portion of the screen and right-click, and then click Post, to post all pending items. If you want to only post certain items, select them with your mouse and then right-click and Post.
The system will show you a pop-up similar to this one
.
If you answer Yes, it will post all of the boxes at once. Again, if you only want to post part of the pending actions, then select the rows you want to work on. You can sort by any of the columns and you can Show Requests Only on the View menu. Boxes that have a pending action will be highlighted in yellow. Boxes that are checked out will be highlighted in light gray.
Destroyable Boxes
Each time you open the Physical Records Retention screen, it will check to see if any boxes are 'Destroyable', ie, they have a date to be destroyed and that date is past. The system will automatically add a Destroy Request, and you will get an email. Once the box has been destroyed, you can post it like any other request.
If you want to cancel the Destroy Request, just click Cancel after you click Post. Then the system will ask you for a new destroy date. Make it someday in the future, or leave it blank for items that should never be destroyed. Then click OK.