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Department of Veterans Affairs

Records Management Center (RMC)

Extraction and Scanning Services

Training Manual /

Electronic User’s Manual

T4NG - Records Management Center Extraction and Scanning Services

Prime Contract: VA118-16-D-1016

Task Order: VA11817F10160005

CLIN 0003AC / 0003AD

Submitted by

SRA International, Inc., a General Dynamics Information Technology company

15036 Conference Center Drive

Chantilly, VA 20151

Phone: (703) 803-1500 | Fax: (703) 803-1509 | Website: www.gdit.com

December 5, 2018

Document Control Number: VA11817F1016-0005-TMEUM-0003AC-0003AD-004

Version: 3.0

http://www.gdit.com/


Task Order: VA11817F1016-0005 Training Manual/Electronic User’s Manual

December 5, 2018 i VA118171016-0005-TMEUM-0003AC-0003AD-004

DOCUMENT CHANGE HISTORY

The following table summarizes the document change history for the Training Manual/Electronic User’s

Manual.

Version Date Description Author

1.0 November 14, 2017 Initial submission SRA International, Inc.

2.0 February 23, 2018 Updated to reflect system changes SRA International, Inc.

2.1 June 1, 2018 Updated to reflect system changes General Dynamics

Information Technology

2.2 October, 11, 2018 Updated to show changes to File

Request feature

General Dynamics


3.0 December 5, 2018 Updated to show Rescan Request

process

General Dynamics




December 5, 2018 ii VA118171016-0005-TMEUM-0003AC-0003AD-004

TABLE OF CONTENTS

1. INTRODUCTION _______________________________________________________________ 1

1.1 Training Outline ____________________________________________________________ 1 1.2 Training Scope _____________________________________________________________ 1 1.3 Training Audience Needs _____________________________________________________ 1

2. SMTS SCREEN TRAINING ______________________________________________________ 1

2.1 RMC ESS Portal Login Screen _________________________________________________ 2 2.2 RMC ESS File Requests Drop-down ____________________________________________ 2 2.3 File Search ________________________________________________________________ 3 2.4 File Request _______________________________________________________________ 7 2.5 Rescan Requests ___________________________________________________________ 11

2.5.1 Making a Rescan Request _______________________________________________ 13 2.5.2 VCIP Review of Rescan Requests _________________________________________ 14 2.5.3 GDIT Rescanning Team ________________________________________________ 17

2.6 Requested File Status _______________________________________________________ 18 2.7 Dashboard ________________________________________________________________ 21 2.8 Help ____________________________________________________________________ 22

LIST OF FIGURES

Figure 1: VA Records Management Center (RMC) Source Material Tracking System Login Screen ___ 2 Figure 2: Login Method Close up View ___________________________________________________ 2 Figure 3: File Request Drop Down _______________________________________________________ 3 Figure 4: File Search Page _____________________________________________________________ 4 Figure 5: File not Found! Message _______________________________________________________ 4 Figure 6: File Search Results ___________________________________________________________ 5 Figure 7: Detailed Information on File ____________________________________________________ 6 Figure 8: File Request Page with Completed Fields __________________________________________ 7 Figure 9: File Already Requested Warning Message _________________________________________ 8 Figure 10: File Request Page showing Status of already-requested file ___________________________ 8 Figure 11: Success Message Indicating Request Created ______________________________________ 9 Figure 12: New File Request Created _____________________________________________________ 9 Figure 13: Urgent Reason Field _________________________________________________________ 9 Figure 14: Completed File Request Form – Urgent Request __________________________________ 10 Figure 15: Warning Message __________________________________________________________ 10 Figure 16: File Request Status _________________________________________________________ 11 Figure 17: Rescan Request Workflow ___________________________________________________ 12 Figure 18: Add Rescan Request Page ____________________________________________________ 13 Figure 19: Manage Rescan Requests Page ________________________________________________ 14 Figure 20: Manage Rescan Requests Page ________________________________________________ 15 Figure 21: Edit Rescan Request Page ____________________________________________________ 16 Figure 22: Manage Rescan Requests Page ________________________________________________ 17 Figure 23: Edit Rescan Request Page (top portion only) _____________________________________ 18 Figure 24: Requested File Status _______________________________________________________ 19 Figure 25: Requested File Status Page showing All Requests _________________________________ 20 Figure 26: Expanded File Request Information ____________________________________________ 20 Figure 27: Exported File ______________________________________________________________ 20 Figure 28: Dashboard (Top) ___________________________________________________________ 21



December 5, 2018 iii VA118171016-0005-TMEUM-0003AC-0003AD-004

Figure 29: Dashboard (Bottom) ________________________________________________________ 21 Figure 30: Expanded Section of Dashboard _______________________________________________ 22 Figure 31: Help Menu ________________________________________________________________ 22



December 5, 2018 1 VA118171016-0005-TMEUM-0003AC-0003AD-004

1. INTRODUCTION

The Training Manual/Electronic User’s Manual documents the process by which a Department of

Veterans Affairs (VA) user can use the Source Material Tracking System (SMTS) to request a Veteran’s

C (Claims) or STR (Service Treatment Record) file. Claims files may also be designated as CXC.

The SMTS software supports the Records Management Center Extraction and Scanning Services (RMC

ESS) project. This software functionality is part of a larger VA effort to accomplish the goal of creating

an electronic end-to-end processing environment at the Veterans Benefits Administration (VBA). To

achieve this vision, VBA must first extract all non-operational records stored at its RMC facility in St.

Louis and convert them to digital files for access through VBA software systems. The extraction process

includes the following steps:

1. The RMC ESS team extracts C files and STRs from RMC.

2. RMC ESS transfers the source materials to a processing facility to be held until they can

be scanned.

3. RMC ESS then transfers source materials to the scanning facility in which they are

prepped, scanned, indexed and uploaded to the Veterans Benefits Management System

(VBMS) database.

4. Source materials are then de-prepped/disassembled and held for 60 days prior to transfer

to long-term storage facility storage.

5. Source materials are shipped to long-term storage.

1.1 Training Outline

The training outline follows the table of contents.

1.2 Training Scope

This training covers preparing VA personnel to utilize SMTS to request a Veteran’s file that is currently

located either at the processing facility, the scanning facility or in route between these facilities. Once

scanned, the files can be accessed electronically via the VBMS database.

1.3 Training Audience Needs

The primary target audience for this training is any VA employee that needs to access a Veteran’s file.

The needs for these potential system users include:

Determine if the file is located at the RMC location or if it the contractor has extracted the file for

transport to a digital scanning facility or if the file has already passed through the digital scanner

and is now available online.

Check the status on a prior file request.

2. SMTS SCREEN TRAINING

This section includes training on each of the SMTS software screens you can use to search for a file,

request a found file and to check on the status of a request.




2.1 RMC ESS Portal Login Screen

Access the system at: https://rmc.csra.com/ro.

The VA Records Management Center (RMC) Source Material Tracking System Login window (Figure 1)

contains an RMC logo in the upper left of the screen and the logo of CSRA on the right side at the top.

Figure 1: VA Records Management Center (RMC) Source Material Tracking System Login Screen

Figure 2 provides close up view of the login page featuring the login method. In the Login Method

section, you see the following login prompt: Submit File/Record Search Request (Requires PIV

Card). To log into SMTS, select the Select button.

Figure 2: Login Method Close up View

Below the Login Method section of the VA RMC SMTS Login page is information to contact support

([email protected]) and a warning indicating that SMTS is a U.S. Government information system

and should only be used for authorized purposes.

2.2 RMC ESS File Requests Drop-down

Once the login process is complete, the File Search is rendered with a navigation bar at the top which

shows the name of the software at the left followed by two drop-down menus: Requests and Help. The

mailto:[email protected]




user name appears at the far right of the bar following the words Signed in as. The arrow next to your user

name provides access to the log off functionality.

Selecting the Requests menu displays a drop-down menu (Figure 3).

Figure 3: File Request Drop Down

The following functions are available from the Requests menu:

1. File Search: This allows the user to search to see where a file exists in the system. If the file is

found, then this allows the user to make a new file request or, if the file has already been

requested, the user can see information on the file’s current status.

Note: Requests cannot be made for Files that are returned as ‘Not Found’ or ‘Uploaded’.

2. Requested File Status: This allows the user to see details on a requested file’s status.

3. Dashboard: This allows a user to see summary file status information.

4. Manage Rescan Requests: This allows the user to view the status of existing rescan requests.

5. Add Rescan Requests: This allows the user to add new rescan requests.

2.3 File Search

In Figure 8, the File Search page screen contains a File Search field with instructional text to Enter File#

or DCSID or Box# or RMN. To the right of the field is a File Search icon ( ) – once you have entered

data into the field, this icon becomes active and can be clicked to generate search results. Below File

Search field, the heading Search Result indicate the area in which the system will display the file search

results.

Note: DCSID is Document Control Sheet identification; RMN is Records Management Number.




Figure 4: File Search Page

Searches require the full number – SMTS does not accept wildcards for searches. Once you enter the

entire number, you can either select the Enter key or click on the File Search icon ( ). If there are no

search results, the system returns a File not found! Message (Figure 5).

Figure 5: File not Found! Message

If SMTS finds results from the search, the system displays the results as shown in Figure 6, which shows

the beginning of the results for Box# C17776666. Searches by Box# or RMN will return all files

associated with that Box or RMN. File# and DCSID searches will show only the one file.




Figure 6: File Search Results

At the top of the search results, the Box Summary Information provides a quick reference of the overall

box status for the located file, this detailed information for the selected box includes the following:

Box#

RMN#

Totals of Files

Totals of DCS IDs and Statuses

Box information

CtoP Type

Box Timeline Information

SMTS shows the progress of the file status using green circles with checkmarks ( ). These circles, if

clicked, will result in the user being returned to the blank File Search page.




In this case, the file is currently at the Processed stage, as shown by the lack of checkmarks after that

stage as well as the Box Status showing Processed in VBMS text at the end of the file record.

Figure 7 shows the detailed information for a particular file. Some of the information displayed includes

the following:

Volume(s)

File Type (STR, Claim File)

STR Label (if any)

Box Number

DCS ID

RMN

Location of box/file

Box Status

Dates for Shipping

Turnaround Times (TATs) in days

File Status Description

Figure 7: Detailed Information on File

Even though a file has been requested, this does not mean it will necessarily be processed for scanning

immediately. It may sit in storage at the scanning facility with a large batch of files awaiting final

processing. So if the file is urgently required, it can still be expedited for immedate processing. Selecting




the Submit Scanning Request box to the right of the File Number in the search results will take you

directly to the File Request function (covered in Section 2.4).

2.4 File Request

The File Request function allows a user to request that an unprocessed file be shipped or that a file

already in transit be expedited so that it reaches the scanning facility and is available digitally sooner than

would be the case if it was processed in the normal course of scanning.

The File Request feature is only available after the user searches for a file via File Search and the file is

found. If the file returns from Files Search as ‘Not Found’ or ‘Uploaded’, then the user will not be able to

request the file. The File Request feature is initiated from the File Search function by clicking the Submit

Scanning Request button for a file returned in the search results. In this instance, the File Number is

automatically populated with the file number from the search results. NOTE: The File Number is

uneditable from this page.

You can select two types of request:

Pending Claim: This type of request will be processed in 48 hours

Urgent: This type of request will be processed in 24 hours.

Figure 8 shows the fields completed with a file number entered and Pending Claim selected.

Figure 8: File Request Page with Completed Fields

Once you have entered the required fields, you can select the Search button.

If the file has already been requested, the Warning message appears indicating that the request already

exists in the system (Figure 9). The warning is indicated by an exclamation point within a circle and the

word WARNING beneath it.




Figure 9: File Already Requested Warning Message

Close the Warning Message by selecting the OK button. The File Request screen appears displaying a

screen explaining the status of the file (Figure 10).

Figure 10: File Request Page showing Status of already-requested file

Figure 10 shows that the requested file already exists in the system, which means that it has already been

removed from the original RMC facility. The File Search Request section displays the file status in a table

with the following information:

The file status (in this case, Processed in VBMS)

Box # in which the file is located

Type of file

DCSID #, if any

RMN #, if any

Comments (additional information on the requested file)




If the file you are requesting has not previously been requested, the Success message appears indicating

that the file was not previously requested but you have now created a request in the system (Figure 11).

Figure 11: Success Message Indicating Request Created

Select the OK button. The File Request screen appears with the current status (Figure 12).

Figure 12: New File Request Created

In this example, the green box beneath the blue Search button indicates that the request for the specified

file number has been created successfully. If a file has been requested as a pending claim and you want to

change it to urgent, or if you want to make any request urgent, select Urgent in the Request Type field.

An additional required field, Urgent Reason, appears (Figure 13).

Figure 13: Urgent Reason Field




The Urgent Reason drop-down field lists the following reasons to justify the urgency of the request:

Congressional Inquiry/Special Interest

Former Prisoner of War

Hardship

Homelessness

NCA Request

Nehmer

Suicidal

Terminal Illness

A completed urgent request form appears in (Figure 14), with Congressional Inquiry/Special Interest

selected.

Figure 14: Completed File Request Form – Urgent Request

Once you select the Search button, if the request exists in the system a Warning message appears (Figure

15) indicating that the request has been changed from Pending Claim to Urgent. Although another user

may have requested this file, the Urgent request takes precedence. The Urgent request will expedite the

file request and make it available in 24 hours rather than 48, and the file status can now be tracked by all

users who have made requests.

Figure 15: Warning Message




Once you select the OK button, the file status appears (Figure 16).

Figure 16: File Request Status

This shows that the file has been successfully requested. Since a DCSID number already exists, the digital

file can be accessed within the VBMS system.

2.5 Rescan Requests

The Rescan function enables end users (ROs) the ability to enter a rescan request in SMTS. Rescan

requests must include a valid Document Control Sheet (DCS) Identification Number. SMTS allows users

to search for the DCS ID.

RO users, upon viewing uploaded files in VBMS, maybe determine that the files need to be rescanned.

Some reasons include the desire to have a color version, something missing from the file, or poor

legibility. SMTS allows the RO users to request a rescan. Each request then goes to the Veterans Claim

Intake Program (VCIP) for review. VCIP members will Approve, Deny, or Request Clarification for

rescan requests. Request for clarification will go to the RO for additional clarification. If the rescan

request is approved, GDIT personnel will process the file for rescanning. Once the rescanned file has been

uploaded into VBMS, the Rescan request will be closed.

SMTS provides email notification for status changes throughout this process. SMTS allows RO users to

view the status of their own rescan requests. VCIP and GDIT users can run reports on all rescan requests.




Figure 17 provides an overview of the Rescan Request workflow. SMTS generates an email notifications

for changes in status affecting the RO user.

Figure 17: Rescan Request Workflow

Rescan Request Workflow

VC

IPR

egio

nal O

ffic

eG

DIT

Tea

m

RO user identifies need for Rescan in

VBMS

Create Rescan Request in SMTS

Review Request

Close the Request (once uploaded to

VBMS)

Work Rescan Request

Receive Rescan Result in VBMS

RequestClarification

Approved

Notify RO of Rescan Request Completion

Provide Clarification

DenyEndProvide Additional

Information if Requested

Request Information/Receive Information




2.5.1 Making a Rescan Request

Once you determine you need a file rescanned, log into SMTS. From the Requests menu, select Add

Rescan Requests. The Add Rescan Request page appears (Figure 18).

Figure 18: Add Rescan Request Page

Enter the DCS ID for the file you want rescanned in the DCS ID field, then click Search. The system will

automatically populate the RMN, First Name, Last Name, File Number, and Processing Facility fields

with the data associated with the DCS ID. These fields are not editable.

The Date Reported field automatically populates with the current date.

Use the drop down list in the Scanning Issue field to select the reason you need the rescan. This field is

required. You can choose from one of the following reasons:

Alt Media not Scanned

CD not Scanned

Missing Claim Files

Missing DCS

Missing Document(s)

Missing STR

Poor Quality

By default the Priority? of the request is Regular; you can change it to High.

By default the Color? is No; you can change it to Yes.




Add clarifying information in the Additional Information field. If you selected High for priority or Yes

for color, it is particularly helpful to explain the need for urgency or color in this field.

Click Add. A message indicating success briefly appears followed by the Manage Rescan Requests page

with your new request added (Figure 19). On this page you can view all requests you have submitted.

Figure 19: Manage Rescan Requests Page

This page allows you to view all your requests, along with the priority and status. You can export a list

using the Export or Export All button. SMTS also sends emails at each stage of the process so you can

keep track of your request.

Once you have submitted your request, SMTS transmits it to VCIP for review and decision. SMTS sends

an email notifying you of pertinent changes in status.

If the VCIP review indicates a need for clarification, you will receive an email. When you return to SMTS

to view your rescan request, click the Edit button from the Manage Rescan Requests page. In the Edit

Rescan Request page, type your response in the Additional Information field, then click the Clarification

Completed button. The status changes to Clarification Completed and a notice is sent to VCIP for

additional review.

2.5.2 VCIP Review of Rescan Requests

In order to review and process rescan requests, login to SMTS. From the Requests menu, select Manage

Rescan Requests. The Manage Rescan Request page appears (Figure 20).

As a VCIP user, you can view all submitted rescan requests. You can click on the icon to view details

of a request without opening it. You can filter the requests by status by selecting a status from the Rescan

Request Status drop-down list. Your choices are:

Pending (this includes all but Approved, Denied, and Closed)

Created

Closed




Approved

In progress

Denied

Request Clarification

Clarification Completed

Request Information

Request Information Completed

All





Click the Edit button on the row for the request you want to review. The Edit Rescan Request page

appears (Figure 21).

Figure 21: Edit Rescan Request Page

This page provides information on the request, including the submitter and any additional information

provided for the request. From this page you can approve, deny, or request clarification of the request.

Request Clarification: If you want to request additional clarification, type the clarification you

need in the Results field, then click the Request Clarification button. An Update message

appears briefly. The status of the request changes to Request Clarification. The RO requester

will receive an email notifying them that a clarification has been requested. Once they submit a

clarification, the status changes to Clarification Completed and the VCIP receives an email

indicating the status change.

Deny: If you want to deny the rescan request, click the Deny button. The status changes to

Denied and a notification is sent to the RO requester.

Approve: If you approve the request for rescanning, click the Approve button. The status

changes to Approved and a notification is sent to the GDIT scanning team to rescan the file.




2.5.3 GDIT Rescanning Team

Once the VCIP approves a request for rescanning, SMTS notifies the GDIT scanning users. In SMTS,

from the Requests menu, select Manage Rescan Requests. The Manage Rescan Request page appears

(Figure 22).


You can view all submitted rescan requests. You can click on the icon to view details of a request

without opening it. You can filter the requests by status by selecting a status from the Rescan Request

Status drop-down list.

You will work primarily with requests with the status of Approved and In Progress.




To view and process an Approved request, click the Edit button for that row. The Edit Rescan Request

page appears (Figure 23).

Figure 23: Edit Rescan Request Page (top portion only)

If after reviewing the request you determine you need more information, type the information needed in

the Results field and then click the Request Information button. This changes the status of the request to

Request Information and notifies the VCIP user that you need some kind of clarification. You may need

more information if, for example, the file has been sent to long term storage and you want to make sure

that the VCIP still wants it rescanned.

When you are ready to begin the rescan, click the In Progress button. The status of the request changes to

In Progress.

Once the request has been completely rescanned and uploaded into VBMS, return to the Manage Rescan

Requests page and click the Edit button for the completed request. On the Edit Rescan Request page,

click the Close button. The request status changes to Closed and SMTS sends an email notification to the

RO user. The RO user can now go back into VBMS and review the file or files.

2.6 Requested File Status

You can check on the status of any file requests that you have made using the Requested File Status

function.

Select the Requested File Status from the Requests menu. The File/Record Request List page appears

(Figure 24). By default, it shows any urgent requests you have made in the last two months. If a file has

been requested by multiple users, that file will appear on each user’s Requested File Status page.




Figure 24: Requested File Status

The page includes the following functionality:

From/To date ranges: The upper right-hand side of the page contains a date range and a Submit button.

By default the date range is two months, but if you have requested many files in that period, you can

narrow the range. Once you change the dates, you need to select the Submit button to change the results.

Pending/Urgent/All drop-down box: Also on the right-hand side of the page, just below the date range

area is a box in which the user can select to view Pending, Urgent, or All files. Although Urgent is

displayed by default, you can select Pending or All to change the view. The system display changes as

soon as you select an option.

Filter: On the left side of the screen above the list, you can narrow the search using the Filter box. Begin

typing in the field and the system begins to display items that match what you type. The filter only applies

to records appearing in the list – if you are viewing only Urgent records, the filter will not find matching

records for Pending files. The search is not case-sensitive.

Requested File Status data: Beneath the Filter, displays the requests matching the criteria selected using

the date range, drop-down box, or filter. Each requested item contains data for the following columns:

File #: the file number

Box #: the number of the box which contains the file

Request Type: indicates whether the file is Pending Claim or Urgent

File Type: indicates the type of file (STR or CXC)

DCSID: the VBMS DCSID file record #

RMN: the VBMS box Record Management #

Status: displays the current location/status for the file

The example above shows three Urgent file requests, two of which are at the warehouse location, and one

of which has been processed in VBMS. Figure 25 shows All files requested and shows two Pending

Claims as well as three Urgent requests.




Figure 25: Requested File Status Page showing All Requests

To see the details for a specific file, you can select the plus sign ( ) or the file number. The file record

expands to show details on the selected file and the plus sign changes to a minus sign ( ) (Figure 26).

You can toggle this view by selecting the minus sign or the file number again.

Figure 26: Expanded File Request Information

In addition to the functions allowing you to change the view of the requested files, SMTS allows you to

export the list. Selecting the Export button. Selecting this button exports the visible list to an Excel

spreadsheet (Figure 27). The export contains information from the expanded view regardless of whether

the files were expanded at the time of the export. For example, the sub_type column in Excel will show

the Urgent Reason for any urgent requests included in the export.

Figure 27: Exported File




2.7 Dashboard

SMTS provides a dashboard that shows the current status for the extraction, warehouse, and scanning

functions. You can view the dashboard by selecting Dashboard from the Requests menu. This provides

only viewing functionality (Figure 28 and Figure 29).

Figure 28: Dashboard (Top)

Figure 29: Dashboard (Bottom)




If you select the plus sign, SMTS displays more details about the files from the RMC (Figure 30).

Figure 30: Expanded Section of Dashboard

2.8 Help

SMTS also has a Help menu (Figure 31). If you select User Manual from the Help menu, this manual

opens.

Figure 31: Help Menu

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