User Guidelines

InfoKeeperTM User Guidelines

COMPANY I.D.:

USER NAME:

BE SURE TO REMEMBER YOUR PASSWORD FOR THE RECORDS CENTER AND USER.

SIGNING ON

1. Enter your Company I.D.
2. Enter your User Name and Password.
3. Use the TAB key to move forward on the screen. Shift + TAB will move you backwards.

SCREEN OPTIONS

1. Options are available in the upper right corner and the bottom portion of every screen. The options are the same, use whichever is most convenient.
2. It is not necessary to start at the Home Screen. However, the Home Screen provides a recap of number of records in your temporary request file and your temporary add file.

ADD BOXES

1. A red label denotes fields requiring entry.
2. Your company management has selected all filed for data entry.
3. To erase your entry, click on RESET to blank your screen.
4. To SAVE your entry, select the appropriate SAVE BUTTON. You will then receive a Data Entry Accepted Screen. If your data entry is not accepted, follow the correction instruction given on the screen.
5. After data entry is completed, select COMMIT ADDS from the Data Entry Accepted Screen.

FILE ADDS

1. You will only receive the File Adds Screen if you are set up to add files to a box.
2. Enter all required data fields.
3. Always enter an appropriate FILE DESCRIPTION.
4. To SAVE your file entry, select the appropriate SAVE BUTTON.
5. At any point you can clear the screen by selecting reset.

REQUESTING BOXES/FILES USING Search / Request

1. Any item still in the temporary ADD FILE (not yet transmitted to the Records Center) will not be located in the search mode and cannot be requested.
2. Enter the information to search for in either the BOX DATA REQUEST FIELDS and/or the DETAIL DATA REQUEST FIELDS. There are three methods of entering search criteria:
EXACT DATA ENTRY MATCH - Enter the item information in the proper fields exactly as it has been keyed into the Data Entry Screen, including any spaces or punctuation.
ABBREVIATED SEARCH - An item's description may be abbreviated by entering as many characters at the beginning of the item as are known. All items on file with the word entered being the first word will be displayed.
WILD CARD - Prefix a field with an question mark (with no spaces after it) and Search / Request will search for the information listed after the (?) anywhere in the field, not just the beginning.
3. Select up to three fields for the sort order of the located items.
4. Select the appropriate option for the search by choosing either
1.) Detail AND Box are true or
2.) Detail OR Box is true.
5. Once items have been located they may be viewed in the Box Selection Screen.

SUPER SEARCH

1. Establish the conditions for the search. The conditions established will appear as defined and stack up in the conditions box. Select the field (s) and the operands (AND, OR, GREATER THAN, LESS THAN, EQUAL TO, etc.) desired for the databases to be searched on.
Note: Each search can contain up to 10 conditions. Each condition can contain up to 12 comparison values (i.e. 'city equals Cleveland, Chicago, Los Angeles or New York') allowing for a total of 120 comparisons per search.
2. Conditions may be added, edited, deleted, moved or changed by utilizing the options listed.
3. Upon completion of the search requirements, SAVE DEFINITION and give the search an appropriate name to be used at a later date.
4. Select LOAD DEFINITION to load a previously defined search.

REPORTS

1. Choose the fields to appear on the reports.
2. Choose a sort order for the data to be listed in.
3. Choose the report grouping.
4. Choose the output format.
5. Choose the name of the output file.
6. Save the Report Layout for future use.
7. To load a report that was previously defined and saved, select LOAD LAYOUT.

RETURN BOXES AND FILES

1. Select Boxes or Files.
2. You will receive the results of the database search for boxes or files to return.
3. Click on the left-hand box of the item(s) you want to return.
4. After all desired returns are selected, click on SUBMIT RETURNS.
5. InfoKeeper will display the Return Review screen.
6. Select the Requestor.
7. Enter any additional comments.
8. Click on Send Returns.

DESTRUCTION

1. All items that are IN and have review dates of today (or older) will be displayed
2. Click the Select Box, or enter the new review date.
3. After all desired destruction items are selected, click on SUBMIT DESTRUCTIONS.
4. InfoKeeper will display the Destruction Review screen.
5. Enter the Requestor.
6. Enter any additional comments.
7. Click on Send Destruction.

SECURITY LOGON

1. When you leave your computer, always remember to logout.
2. Click on Security Logout. The system will automatically return to the SIGN-ON Screen.