Using ERA to

1
Learner Guide June 2008 Class 1
Using ERA to Schedule Records
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ERA Navigation Review of Pre-Work

• Log off
• Save vs. Submit
• Toolbar in upper right
• Toolbar in upper left
• Portlets and minimization

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Course Objective

• At the end of this class you will be able to
• Create a Records Schedule
• Add Temporary Items
• Add Permanent Items
• Add Overviews
• Add and Delete Items and Overviews
• Reorder and Move Items and Overviews
• Submit a Record Schedule
• Review and Approve a Record Schedule

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Support

• Course Materials
• Learner Guide
• Quick Reference Guide
• On Line Help

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ERA Functional Flow
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Create and Approve a Records Schedule
NARA Appraiser
Records Scheduler
Certifying Official (CO)
Records Scheduler Creates RS/RSI
Submit RS/RSI to Certifying Official
Certifying Official reviews if approval is
granted submits to NARA
Appraisal Mgr. 1
NARA Appraisal reviews/ modifies RS for approval,
if granted submits to Appraisal Mgr. 1
Appraisal Mgr. 2
Appraisal Mgr. 2 reviews for approval, if
granted submits to Appraisal Mgr. 3
Appraisal Mgr. 3
Appraisal Mgr. 3 reviews for FINAL approval, if
granted RS is released into managed system
Approved RS in managed storage awaiting action
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User Roles
Records Scheduler Records Schedulers are
non-NARA staff responsible for preparing the
Records Schedule and submitting it to the
Certifying Official. Records Scheduler NARA
The Records Scheduler NARA user is the NARA staff
role that is authorized to create and submit
Records Schedules for Certification on behalf of
an Agency or legacy schedules on behalf of
NARA. Certifying Official Certifying Officials
are agency representatives responsible for
designating the official status of the Records
Schedule before submitting it to NARA for review
and approval. Records Appraiser Records
Appraisers are NARA officials responsible for
assessing the records with respect to
informational value, artifactual value,
evidential value, associational value,
administrative value, and recommending which
records should be accessioned into NARAs legal
custody and which records should be disposed of
by the Transferring Entity after a period of
retention specified in the Records Schedule.
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Lesson 1 Creating a Records Schedule
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ERA Homepage
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Log On Screen
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Records Schedule Workbench
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Main Menu Scheduling
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Records Schedule
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Schedule Subject
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Agency
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Record Group
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Internal Agency Concurrence Will Be Provided
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Legacy Schedule
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Records Schedule Applies To
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Background Information
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GAO Concurrence
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Records Scheduler
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Contact Person
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Completed General Info Tab
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Pending Schedule Workflow Created
1
3
2
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Lesson 2 Adding a Temporary Item
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Item Info Tab Blank
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Item Info Function Menu
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Records Schedule Item Temporary
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Temporary Item General Info
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Item ID
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Title/Description
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Does Agency Have An Associated Manual?
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Manual ID and File Code
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Is This A Change To An Approved Schedule?
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Superseded Info
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Is This Item Media Neutral?
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Explanation of Limitation
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Are Records Currently Electronic?
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Electronic Format Yes
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Final Disposition
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Temporary Item Disposition Instructions
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Cut-Off Instructions
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Transfer to Inactive Storage
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Transfer to
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Retention Period
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Additional Information
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Item Saved
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Item Displayed in Item Info Tab
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• Lesson 3
• Adding a Permanent Item

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Item Info Add Item Menu
Click to Add Item
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Select Permanent
Select Permanent
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Permanent Item Full Screen
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Permanent Disposition Instructions
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Entering Disposition Instructions
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Additional Info
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Years of Accumulation
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Permanent Item Saved
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Lesson 4 Adding Deleting Overviews and Items
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Overview
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Add Record Schedule Overview Icon
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Function Menu
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Overview Details
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Overview Titled Displayed
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Add Another Item Using Icons
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Result of Add Item
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Expanding the Overview
Plus Sign
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Expanded Tree Structure
Minus Sign
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Adding More Items to an Overview
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Deleting an Item
Function
Check Box
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Confirm Deletion
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Item Deleted
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Deleting an Overview
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Overview or Item Deleted
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Scenario
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Lesson 5 Moving and Reordering Items and
Overviews
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Item Info Reorder Menu
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After Clicking Reorder
Reorder Options
Current Order
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Order Updated
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Updated Tree Structure
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Move Item Between Overviews
Menu
Check Box
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Move Pop-Up
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Move Results
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Lesson 6 Submitting a Records Schedule for
Certification
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Records Schedule Save
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Submit for Certification
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Submission Successful
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Workbench
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Certifying Official View
Check Box
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Certify Button Highlighted
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Certification Successful
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Final Item ID
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Lesson 7 Reviewing and Approving a Schedule as
a Records Appraiser
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Records Appraiser Workbench
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Records Appraiser Search
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NARA Info Tab
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General Info Tab
Editable Field
Uneditable Field
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Item Info Tab
Uneditable Item ID
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Reject Schedule
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Approved Button
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Submitted by Records Appraiser
Approval Check Box
Information About Records Appraiser
Submit Button
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Submission Successful
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NARA Info Tab Final Approval
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Search for Approved Schedule
Change in Status
Approval Date
105
Creating a Legacy Schedule
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Legacy Schedule Details
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Conclusion

• At the end of this course you are now able to
• Create a Records Schedule
• Add Temporary Items
• Add Permanent Items
• Add Overviews
• Delete, Reorder and Move Items and Overviews
• Submit a Record Schedule
• Review and Approve a Record Schedule

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Free Lab Time
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ERA User Accounts

• After Training
• Receive ERA Training Certificate of Completion
• 2. Read and sign ERA Account Rules of Behavior
  
• form
• Review instructions and complete ERA New User
  Account Request form
• See back of Student Guide for Account Management
  forms
• - Consult Supervisor or DAR for ERA system
  role

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ERA User Accounts

• 4. Submit the following to your DAR
• Signed User Account Request Form
• Signed Rules of Behavior
• Proof of completed training (certificate)
• Proof of Identification (agency badge)
• See back of Student Guide for list of DARs
• In 3-5 days ERA Help Desk will contact you with
  ERA Log-On information
• 6. Log Onto ERA
• - Main ERA URL https//www.era.nara.gov
• - Transferring Entities, the URL for
  Ingest https//ingest.era.nara.gov
• For more information about the ERA Account
  Management Process or for a copy of the
• ERA Account Management Document please contact
  your
• Designated Account Representative (DAR).

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ERA Help Desk
For Technical or Archival Questions or Comments
about ERA.

• Help Desk Phone Number
• 1-877-ERA-9594 or (1-877-372-9594)
• Email address ERAHelp_at_nara.gov
• Hours of Operation
• 6 am to 8 pm,
• Monday thru Friday (EST)

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Scenarios
8/4/2009
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