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SSD - registry

Available modules

This section of the application contains lists/overviews, which are used to process and manage closed documents and files, and it also contains the main functionality of GSASPI module.
The documents/file registry may only accept processed documents or processed and closed files. Documents may be accepted by the file registry as packages or as individual documents. Process documents may be displayed and accepted based on selected criteria in the root application tree called "Ready to be accepted". Documents accepted by the file registry cannot enter "normal life" again, but the registry may only lend them. It is necessary to differentiate between terms such as file registration card (acceptance of the entire file) and document registration card (acceptance of the document only)! GINIS® system automatically prepares retention proposal based on the entered file/document and discarding marks/signs. The retention proposal is divided into 3 basic lists: retention proposal "A", retention proposal "S" and retention proposal "V" In case of discarding proposal "V" you must consider whether to change the discarding mark to "A" or "S" for individual documents or packages before the actual retention process. By applying this procedure you will gain only two basic retention proposals: retention proposal "A" - documents destined for archiving, and retention proposal "S" - documents destined for destruction.
GINIS® system allows you to temporarily remove documents or packages from the discarding proposal. A temporarily removal from discarding proposal means that you may return individual documents or packages back to the discarding proposal.
Prepared retention proposals are used as the basis for the removal of documents from discarding proceedings. Based on the relevant retention proceedings, the archive will produce a protocol describing the performed retention process - GINIS® system prepares these retention protocols automatically. GINIS® offers fixed defined print outputs for the discarding proposal and protocol.

A storage location represents a general storage locations where documents, files or packages are stored using auxiliary (field-oriented), central, technical or financial registry. Only documents and files properly received by the registry desk may be stored (that is processed documents and processed and closed files). You may also store packages (set of documents, which means documents and files with identical document mark and discarding mark) created by the registry or by registry node.
GINIS® system considers each storage location as unique. It does not allow duplicate registry of one and identical storage location. When you create new storage location the system will mark this location with PID identifier. Marking or labelling of each storage location with a unique identification code is a necessary requirement to fulfill the basic requirement of the records management service - unified identification of each object or subject within the system. GINIS® offers two basic identification code labelling methods:
1. PID copy - the identification code is generated by GINIS® system and when a new storage location is created, the operating personnel must write the code down (manually or using other copying/writing method).
2. PID label - the storage location is marked with an identifier printed on a self-adhesive label with a barcode. This method allows you to eliminate human errors as much as possible (mostly errors done during rewriting/copying) and thanks to the barcode, the system may process it automatically (barcode reader).
This identifier is either glued on or written down at the relevant storage location (file, shelf, cabinet, carousel, safety box, etc.).
Basic identification method used to identify storage locations, building and room administration is set in the administration module. The setting may be done only by SSL administrator in ADM module. This setting is applied to all user modules.

SSD module - Registry is used mostly to work with closed documents/files in the so-called pre-archived care. Its task includes the following:

  • Acceptance of documents/files/packages by the registry,
  • processing and creation of discarding proposals,
  • application and completion of proposed discarding procedures,
  • previews and print outputs.

Lists

To be accepted/received - Document/files ready to be received by the registry - - the system will display an empty list. In the heading of the list you must enter the desired filter to download data. By changing filtering criteria - based on your requirements, you will get the data you need. In this list you may perform activities such as receiving/acceptance for the registry, change of the record mark, inspection of metadata and display the document/file card detail.

To be accepted/received - Preview of packages ready to be received by the registry - the system will display an empty list. In the heading of the list you must enter the desired filter to download data. By changing filtering criteria - based on your requirements, you will get the data you need. In this list you may perform activities such as receiving/acceptance for the registry, inspection of metadata and display package detail.

To be saved - documents and files in the registry - the system will display a list of documents/files which were accepted by the registry. In this list you may perform activities such as displaying document/file detail, entering document/file into a package, storage at the relevant storage location, inspection of metadata, change of record mark, borrowing a document/file, or you may generate SIP of a package.

To be saved - Packages in the registry - the system will display a list of documents/files which were accepted by the registry. In this list you may perform activities such as displaying package detail, storage at the relevant storage location and inspection of metadata.

Preparation of discarding proposals - A, S, V, VA, VS - the system will display a list of packages for the relevant selection/archiving/discarding for the current year. In this list you may perform activities such as displaying document/file/package detail, inspection of the option to prepare discarding proposal, preparation of discarding proposal, change of discarding sign/mark to S, A, VA or VS (based on the list) and temporary removal from discarding proceeding.

Discarding proposal preparation - Temporarily removed - the system will display a list of temporarily removed/excluded packages. If you select Vrátit do skartačního řízení (Return back to the discarding proceedings) available in the context menu, the system will return it automatically back to the discarding proceedings above the mark lines.

Retention proposals - the system will display an empty list. In the heading of the list you must enter the desired filter to download data. When you select the filter, the system will automatically download the list. In this list you may display document/file/package details, apply discarding proceedings or perform removal from the relevant retention proceedings.

Retention protocols - the system will display an empty list. In the heading of the list you must enter the desired filter to download data. When you select the filter, the system will automatically download the list. In this list you may display document/file/package details, and print discarding protocol.

Previews - the system will display an empty list. In the heading of the list you must enter the desired Placement filter, then the system will automatically read/display the list of documents/files or packages (based on the selected display method), stored in the selected location. In this list you may display document/file/package details, remove them from the storage location, or change the storage location and print package labels.

Previews - Archive book - the system will display a list with all documents/files/packages which were archived in the current document registry during the preset time period (last year).

Previews - Lending book - the system will display a list with all documents/files/packages which were borrowed or returned during the preset time period (last year). In this list you may display document/file/package details, and also display borrowed items note.

Previews - List of packages designed for receiving - the system will read and display list with all packages which are ready to be received by the currently logged document registry.

Storage locations - the system will display a list of storage locations for all administrated locations. In this lists you may create new or edit current storage locations.