PageCenter Archiving: PageCenter services (current and archived (History) reports) will NOT be available when the mainframe goes off line. The department that generated the report to PageCenter - owns the report. It is this department that is responsible for keeping the report for record retention purposes. Please take advantage of the time prior to when ConnectND NDUS with PeopleSoft will go "live" (July 1, 2004) to retrieve your essential reports from PageCenter.
Each department (owners and ones that receive copies of the reports) will need to (1) identify the reports published to PageCenter, (2) the length of time they are required to retain the records, (3) determine the medium on which they wish to keep the reports (paper, CD, etc.), (4) how (who) they plan to access and save them out of PageCenter and (5) the naming convention you wish to utilize. Please save a copy of your current PageCenter reports starting today from PageCenter to your archiving medium. This will save you from having to play catch up later in the year. The only way to save a report in PageCenter is to view the report and click Save to File in the hot pink bar.
The recommended media for saving PageCenter reports is in electronic form to a CD. First save the reports to your own hard-drive or a network drive. When you have accumulated approximately 500MB to 700MB of saved files then burn them to a CD. After the CD has been created, immediately retrieve some files from the CD to verify everything is working as it should. You may want to burn one or two additional CDs for record retention purposes; one on site, one off site, etc. Please review and update your records retention procedure prior to PageCenter and in accordance with current state auditors requirements; then maintain the CDs using that updated procedure.
You may want to consider using a consistent naming convention when saving reports from PageCenter. One: You may want to save all the reports in a folder that is titled with the name of the report and subfolders with the year of the reports, and filenames identifying the report name, month and year. Two: Save all the reports in a folder that is titled with the year of the report and subfolders with the name of the reports, and filenames identifying the report name, month and year. You may want an entirely different naming convention. The purpose of the suggestions is to think about how you want to organize these reports so when retrieval is necessary, it will be very easy to locate and retrieve the correct report.
Saving archived and vaulted copies of prior reports is the same as saving a current report. If the Location is ARCHIVE you can view it the same as viewing a current report. If the Location is VAULT-N, you will need to Restore the report before you can save the report. Restore the report by clicking in the square box to the left of the Generation column of the report(s) that you wish to restore. Click the Restore button in the hot pink bar for two screens. This will return you to the Pageset History screen and change the Status from OK to REST. The restore has completed when the Location changes from VAULT-N to ARCHIVE. This may take place immediately and it may require several minutes. It is necessary to click Refresh in the hot pink bar for the Location to reflect it's current status.
Jim Hughes (701-231-8649 Jim.Hughes@ndsu.nodak.edu) and Rose Keeley (701-777-3062 Rose.Keeley@mail.und.nodak.edu) are available for any questions or concerns you have may. Please feel free to contact us at any time. We will try to help in any manner that we can.