S76 Maintain MEP File Physical Location

Purposes:

This screen will allow the MIMS user to view the file location and update the location if it is being relocated as well a request the retrieval of files from archive.

Prerequisites:

1. MEP user must have applicable security authorization.

The following groups have access to this panel:

All MEP Users

Provisional Agents

2. The dropdown selection list will change according to Login permissions, and state of the file as indicated below:

· Archived (only available to File room staff).

· Sign Out Request – (available to all MEP users and provisional agents, except for file room staff.

· Enroute (only auto-set when Sign Out Request task is made Done cannot be manually set)

· Sign Out Confirmed (available to all MIMS users except file room staff).

· Sign In Requested (available to all MIMS users except file room staff).

· File room (only available to File room staff).

Helpful Hints:

· Files must be requested by MIMS users from their workstations.

· Once files have been ‘Sign Out Confirmed’ they are the responsibility of the MIMS user.

· File room can override file at any status.

· If a file has a status of ‘Enroute’ a MIMS user other than the original requester can retrieve and confirm sign out of a file. (The user ID will be updated accordingly)

· If a file is passed off between two MIMS users, the user who takes possession of the file must update the status. ***Until the status is updated, the MIMS user who originally held the file will be responsible for it.

· It is the same procedure to request a file from the archives as it is to request from the file room. When requesting from archives delivery of the file will not be same day.

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Maintain MEP File è TRK

PROCEDURE:

To Request a File:

1. If the file location is File Room, select ‘Sign Out Requested’ from the drop down list and click ‘save’.

2. The Current File Location will be updated to ‘Sign Out Requested’. The user name will display as well as the date and time of the request.

3. A work task will be sent to the file room and the file will be retrieved.

4. Once the file has been retrieved the status of the file will be updated to ‘Enroute’.

5. ‘Enroute’ confirms to the MIMS user that the file is now in transit and is no longer in the file room.

To Update File Location:

1. When the MIMS user retrieves the file, select ‘Sign Out Confirmed’ and click ‘save’. The MIMS user does not have to be the original requester.

2. This updates the file location and identifies the MIMS user who is in possession of the file.

To Return File:

1. Select ‘Sign In Requested’ and leave file at pick up location.

2. File status will be updated to ‘Sign In Requested’ and work task will be sent to file room for file retrieval.

3. Once the file room has retrieved the file and completed the work task the file location will be updated back to the file room.

To Archive File – Only available to File Room Staff and System Administrators

Notes: The file location must be ‘File Room’ or ‘Sign In Requested’

Only closed file can be archived.

1. Select ‘Archived’ from the File Location drop down list.

2. Enter a box number in the Archive field. The archive number is obtained from the IRIS system.

3. Click ‘Save’.

4. If the file has already been archived, a box number will appear in the Archived field.

Screen Label	Description/Instructions
File Information
MEP File Number	The file number selected on the previous panel appears. If this is not the file you require, enter a specific MEP File Number and click the ‘Get’ button.
	To view another file, enter a MEP File Number and click the GET button. Then select the tab for the applicable information to be viewed or updated.
File Status	To assist in the search of a File Status, Active, Closed or Incomplete can be selected by using the drop down box.
Primary Creditor	This is the creditor, who is named as the original with MEP at the time of registration. Displays formatted name with the party number in brackets.
Debtor	The debtor is the party directed to make payments to a creditor by a court order or agreement. Displays formatted name with the party number in brackets.
Alerts	“More Alerts” hyperlink can be selected to view current6ly active files.
Compliance Level	The Collection Progression defines the compliance level on every file from 0-7. MIMS automatically assigns these, but it is possible to manually manipulate
Provisional File	These are uniquely numbered files created to track and manage transmission of Provisional Orders, which are granted in one Jurisdiction that must be confirmed in another Jurisdiction.
Current File Location:	This will give the current location of the File. The locations are File Room, Archived, Sign out requested, Enroute, Sign out confirmed, Sign in requested.
User:	This displays when the file location is other than the ‘File Room’ or ‘Archived’. This describes the MIMS user who has requested or is in possession of the file.
Date:	This displays when the file location is other than the ‘File Room’ or ‘Archived’. This describes the date and time that the file was requested or accepted.
File Location:
File Location:	‘Sign out Requested’ is selected when requesting a file. ‘Sign out Confirmed’ is selected when MIMS user is accepting the file. ** Note – The MIMS user who accepts the file does not have to be the MIMS user who requests the file. ‘Sign in requested’ is selected when MIMS user is sending the file to the ‘File room’ or ‘Archives’.
	When file location request is selected, click ‘Save’.
Archive – This field is only visible to File Room Staff and System Administrators
Archived	The file has been archived and assigned a number through the IRIS system.

Possible Error Messages/System Warnings:

ID	Error Message Description	Action
	Archive is mandatory when File Location is being set to Archived	The physical file must be in the archives before being set to archive status.
789	Archive is not allowed when File Location is not being set to Archived.	Confirm file is to be archived
269	File Location Code is mandatory.	Confirm where the file is to be

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