The Records Coordinators will generate Record Accession Item forms that will be sent to the Records Management Team when saved. This process with Eloquent Records replaces the utilization of the Records Transfer Form.
Eloquent Records Login
To the Records Coordinator menu, provide your username ("[appstate username] ASU records coordinator") and password on the Eloquent Records login page. In the main body of the screen (right) you will see 3 links:
“Search Records Database”
“Search Retention Schedule”
“Enter/Edit Accession Items”
“Enter/Edit Accession Items” is the screen Records Coordinators will use to generate an Accession Item Form. The other two links can provide supplemental information that may also be found within the Accession Item entry module. In the frame to the left on the ASU Records Coordinator screen, under the ASU logo and Records Coordinator code, is the Change Password link. Then under “Menu” just below this is a link that enables Records Coordinators to log out of the system. Always log out instead of just closing the ASU Records Coordinator screen as only a limited number of users can access the system at one time. The final link in the frame is a help button.
Enter/Edit Accession Items
In the main body of the “Enter/Edit Accession Items” screen (right), the Records Coordinators will fill out information that pertains to a specific records transfer using the following instructions. You can login here to enter and edit the data for record accession items. In the frame to the left on the “Enter/Edit Accession Items” screen, under the ASU logo and Records Coordinator code, are found 7 buttons with the following functions:
Back – takes you to the previous menu
Menu – returns you to the current menu
Help – opens up a help box for any screen
Delete – deletes a displayed record
Save – saves a displayed record
Clear – clears content from a displayed record
Preview – opens a preview screen of the displayed record
Under this are four links, two for navigation within the screen (Top, Bottom) and 2 more to provide additional details about a record (Accession Details, Digital Content). After this is a Keyword search box and buttons labeled Search and Full Search. Clicking either of these buttons brings you to the “Records Expert Search - Custom” screen.
For basic searching, enter one or more words in the search box above. Only titles containing all the requested words will be shown.
john henry finds any titles with the words john and henry.
"Search terms in quotes": Finds a sequence of words in the specified order.
"john henry" finds any title with the words john and henry together in the specified order.
The slash / operator performs a logical "or" search.
john/henry finds any title containing the words john or henry.
The asterisk * operator will performs a “wildcard” search.
bio* will return any title with a keyword that starts with "bio" (such as biography or biology).
The general method of selecting data from a browse screen opened in a search or query is the tag and take method. Select or “tag” a record by checking the box in front of it. Then click the take button in the left window. Tag and take methods will autofill corresponding fields in the parent screen and close the browse (child) window. Bracketed line codes may accompany the filled in fields, which should not be edited. You may tag and take multiple items.
Preview Screens and Requesting Files
Preview screens are a handy way to double-check if data is entered into an appropriate field. Preview screens also provide links to preview screens of directly related data records. You can also request files using the “Request For Item” link at the bottom of an accession record in preview format. A request form will open in a separate window. Fill out the required information and hit the send button. An email will be sent to the Records Management Team’s Gmail account. We attempt to process new file requests within a 24 to 48 hour period.
Read and Copy Records
After saving a record, two additional buttons will appear in the upper right hand corner of the screen. These are labeled READ and COPY, with the particular barcode (bracketed) of the saved record appearing after these labels in both cases. To READ or *reload* the just saved record, click the READ button. The record will appear again for further editing, for example. To COPY or *duplicate* the just saved record, click the COPY button. The record will appear once again, but *without a barcode*. You can then edit this record and save as a different accession. This is handy, for instance, if you have a batch of accessions to enter with duplicate information. Make sure to check if the duplication was successful when performing batch copying.