Signing off using the GoPreserve® menu

As preservation is a recurring action, the Preservation Sign off page shows when a preservation will be due in future. The Due Date column shows a preservation that is due in bold, highlighting that it is the Next Due Date and available for sign off. Whenever a preservation is signed off, a record is added to Tag Preservation History, and the Next Due Date is set to the Date signed off + frequency. The Next Due Date is advanced or overwritten whenever the preservation check is performed, or if the Start Date is changed.

To perform a preservation check (or to sign off a preservation) do the following:

1.      From the GoPreserve® menu, click Sign Off. The Preservation Work List search page is displayed.

2.      Type in search criteria. Preservation Start and Preservation End are mandatory fields.

3.      Click Search.
The preservation checks that match search criteria are displayed.

4.      Select Preservation work list to be signed off.

5.      Click Sign off.
The Insert Inspection Details page is displayed

6.      Complete details on this page. Click Sign off.
The preservation is signed off.

 

Also any items that are in red text are overdue, this means they were due to be signed off before the current date. Once a preservation check is signed off and marked complete, it no longer appears in the Preservation Sign Off search page. The preservation history section on the tag details page (Tag Details - Preservation tab) lists this preservation check. Select the Preservation Not Complete option if you are signing off the preservation without completing it.

Note - A Sign Off uses a PIN only if this feature has been enabled in the Project Features section.

Sign Off Search Criteria

The following are the search options on the Preservation Sign off Search screen -

·      All - This option shows all items that match the search criteria

·      Available for Sign off Today -  This shows only those items that can be sign off with today's date.

·      Show only items I can sign off Today  - This option is only available when the Preservation Inspector Permission feature is turned on and a user account is associated with an Inspector. It will only show items they can sign-off as themselves.

·      Passed Last Sign off Date - This option only shows items whose last available sign off date was before Today, thus preventing them from being signed off.

Preservations cannot be signed off

Sign off Date Range

If you consider the first example from the above image, where the Next Due Date is 05 May 2014, and the sign off range is 03 May 2014 - 09 May 2014, signing off on 24 July 2015, will give a sign off failed message.

Inspector Permissions

If you select an inspector who does not have the permission to sign off the preservation work list (this feature works only if the Authorised Personnel - Preservations Reference Table has been set up), then a sign off failed message appears.

Sign off Incomplete

GoCompletions also allows you sign off preservations as incomplete. However for such preservation work lists, the Comments column is mandatory.

Preservation Work List Tasks

GoCompletions also allows you sign off preservation work lists with mandatory tasks and photographic attachments. Note that these options will only appear if your project has this feature enabled.

For further details, click Field Details - Preservation Work list and Preservation History.