ARCHIVE REQUEST FORM

Guidelines & Instructions

Purpose

The Archive Request Form should be used anytime that you need to schedule an archive of modules or lessons from your system. There are various factors that might require you to archive, some of which might include:

1) archive to remove mandatory modules that you will repeat each year

2) archive to remove outdated/discontinuedlessons

3) archive to clean out lengthy lesson plans

Process

There may be a few exceptions, but in general the archiving process works like this:

1)When you know you want to archive lessons, complete the Archive Request Form.

2)Send Archive Request Form to your MCS Client Services representative.

3)Your Client Services representative will confirm receipt of your request.

4)Your Client Services representative will review your information and call you with any remaining questions.

5)Your Client Services representative will review the archive schedule and confirm your scheduled archive date via e-mail.[1]

6)Client Services will log the archive request form within the issue tracking system and assign it to MCS Technical Services.

7)You (the customer) need to make sure that you have run all the appropriate reports prior to the archive date. (After the archive has been run, the standard reports will no longer include those lessons that have been archived.) Once lessons are archived, administrators with the appropriate permissions will have access to archive lesson information from the following reports:

  1. system reporting tool
  2. archive reports
  3. transcript – show history

8)MCS Technical Services will run the archive on the scheduled date.

9)MCS Technical Services will verify the archive ran correctly according to the request.

10) Your Client Services representative will let you know the archive is completed.

11) The archive process is complete.

Expected Schedule

The schedule varies based upon the amount of data you are archiving, and/or the schedule availability. What you can expect is that once you have a confirmed archive date, MCS will notify you of any change. MCS will not archive without the archive requestor being informed.

Completing the Form – Archive Directions

As you complete the form, you will need to have decided on the following:

1)What is the earliest date we can schedule your archive

2)What is the latest date we can schedule your archive

3)What organizational level you want to archive for:

  1. across all facilities and departments (organizational level),
  2. across one or more facilities, and/or
  3. across one or more departments within those facilities

The more you can do at an organizational level, the less complicated the archival rules will be for Technical Services.

4)What type of archive you are requesting:

  1. Archive modules– select this if the archiving rules you give us apply to all lessons within the designated modules. We will need a list of module titles. This list can be provided via a spreadsheet, word document list, or an extraction from an LMS report. The titles must match the module titles in the LMS.
  2. Archive lessons –select this if you are choosing lesson titles to archive regardless of what modules they appear in (Note: MCS recommends archiving lessons if you have old lessons in the lesson plan that now have newer content)
  3. Archive lessons within modules – select this approach when you have only certain lessons to archive within specific modules (very tedious and not recommended unless absolutely necessary)

5)What Dates to use for the archive:

  1. If you choose to archive modules, select either:
  2. Module assign date, or
  3. Module due date
  4. If you choose to archive lessons or lessons within modules, select either: :
  5. Lesson complete date,
  6. Lesson assign date, or
  7. Lesson due date

6)What Date or DateRange to use for the archive cutoff:

  1. archive lessons/modules prior to xxxx date (mm-dd-yyyy)
  2. archive lessons/modules within a date range: from xxx date to yyy date (mm-dd-yyyy)
  3. archive lessons/modules based on the title, regardless of the date
  4. (be careful with this one)

7)What to do with complete and incomplete lessons during the archive will impact the learner’s lesson plan:

  1. Archive both complete and incomplete lessons for the titles and dates (recommended)

Rationale – if you are archiving modules, and you archive all the lessons the same way, whether they are complete or incomplete, you will know that the lesson was assigned and will have a history that the learner did not complete it.

  1. Archive completed lessons, remove incomplete lessons(not recommended)

Rationale - you won’t know if the learner ever got the assignment to begin with if you remove incomplete lessons from the plan without archiving them. However, if you have changed practices such that an incomplete old lesson is irrelevant to keep, then remove the incomplete lessons.

  1. Archive complete lessons, and leave incomplete lessons in the learner’s lesson plan (not recommended)

Rationale – leaving incomplete lessons in the learner’s lesson plan would only be done if you are archiving to clean up/shorten the lesson plan, but you still expect learners to finish what was assigned. You would not use this for mandatory/recurring assignments.

8)What current system rules are in place that will need to be changed:

  1. Rules manager – if you are using Rules Manager, and there are any rules that would re-assign these lessons, you will need to identify what rules we should remove or change prior to the archive, so the lessons/modules don’t get re-assigned with the next HR download.
  2. Assign Later modules – if you are using any assign later modules, and these lessons/modules are being archived, you will need to remove those modules so that after they are archived the lesson/module doesn’t get assigned again with the learner’s next login.

9)What other information you feel is important for us to define what information is needed. Generally the information in steps 1-8 will provide sufficient information to process your request. However, if you find that you have other specific requirements, please describe what you need in Section 9, and we will review it. For example, you may want all the lessons archived for selected learners, or you may want to archive the lessons for a specific job code. These examples would be rare, but if you need them, please explain in this section.

2011 ARCHIVE REQUEST FORM

Submitted by: ______

(requestor name)

Requestor e-mail: ______

(requestor e-mail address)

Requestor Phone: ______

(requestor phone number, including area code)

Date Submitted:______

(mm/dd/yyyy)

NOTE: There will be no archives completed between December 19, 2011 – January 6,2012. Please schedule your yearend archive requests as soon as possible. We do not need the form to put your archive dates on our calendar.

Prior to running the archive, you will want to run any annual reports for the archived lessons or modules. Run facility or department reports so that you get the full data before we remove archived lessons/modules.

Section / Description / Special comments/instructions
1) Earliest Archive Date / (mm-dd-yyyy)
2) Latest Archive Date / (mm-dd-yyyy)
3) Organizational Level / Select one:
across all facilities and departments (organizational level),
across one or more facilities
across one or more departments within those facilities / Provide facility list
Provide department list
4) Type of Archive / Select one:
Archive modules
Archive lessons
Archive lessons within modules / Provide module list
Provide lesson list
Provide module and lesson list
5) What date fields to use / Select what applies
Module assign date
Module due date
Lesson complete date
Lesson due date
Lesson assign date
6) Archive cutoff date / Select one:
Prior to: ______
Any Date
Within this DateRange:
From:
______
To:
______
7) Lesson Plan Impact / Select one:
Archive both complete and incomplete lessons
Archive completed lessons, remove incomplete lessons
Archive complete lessons, and leave incomplete lessons in the learner’s lesson plan
8) Special Rules / Select all that apply:
Rules manager
Assign Later modules / Specify rules to remove
Specify module titles
9) Other / Specify any other archive instructions

FOR MCS USE ONLY:

Received by: ______Received date: ______

Scheduled date: ______

Completed date: ______

Archive Request Form (last revised 1-18-11) Page 1 of 5

[1]Note: MCS is not able to schedule more than 3-5 archives in a single day. Consequently requested schedule dates will be filled on a first-come, first-serve basis.