Lesson video coming soon. The player below contains a sample video, not this lesson. You can use the written lesson and slide guide now.

Open video on YouTube ↗

Download slide guide (PDF)10 pages · 3.8 MB

Work through the lesson

Use these explanations alongside the slide guide. Expand any section to read its full explanation.

Your task and authority

• Confirm your assigned duties
• Use the fictional training case
• Verify the result and its history

Learning outcome
One correct record exists with traceable metadata and location.

Read the full explanation

Our audience is records_clerk, records_manager, director, assigned Registry staff. Before the demonstration, confirm these prerequisites: C01, C02; fictional training record and approved account. The action-level access conditions are: record_create / record_edit; classification and custody/volume rules. Check the actual account and record state. The goal is not simply to find a button: One correct record exists with traceable metadata and location.

Check for an existing record

• Check that the record does not already exist.

What to check
Search the identifier and likely title before creating a record. A missed filter or access boundary can hide an existing entry. Ask the Registry owner to resolve uncertainty rather than creating a duplicate.

Read the full explanation

Check that the record does not already exist. Search the identifier and likely title before creating a record. A missed filter or access boundary can hide an existing entry. Ask the Registry owner to resolve uncertainty rather than creating a duplicate. As we work through this example, identify the record or account involved and point out the evidence that confirms this step. If the expected control or result is missing, pause and explain the condition before continuing.

Register the identity

• Register the fictional record with its approved identifier and required metadata.

What to check
Enter the approved record number and required metadata from the source document. Similar titles need careful checking. The identifier should remain the reference for later files, movements and decisions.

Read the full explanation

Register the fictional record with its approved identifier and required metadata. Enter the approved record number and required metadata from the source document. Similar titles need careful checking. The identifier should remain the reference for later files, movements and decisions. As we work through this example, identify the record or account involved and point out the evidence that confirms this step. If the expected control or result is missing, pause and explain the condition before continuing.

Classification and location

• Select classification and location accurately; distinguish physical and digitization statuses.

What to check
Choose the approved classification and physical location. Department and owner describe responsibility; they do not replace clearance. Physical state and digitization state should reflect their own evidence.

Read the full explanation

Select classification and location accurately; distinguish physical and digitization statuses. Choose the approved classification and physical location. Department and owner describe responsibility; they do not replace clearance. Physical state and digitization state should reflect their own evidence. As we work through this example, identify the record or account involved and point out the evidence that confirms this step. If the expected control or result is missing, pause and explain the condition before continuing.

Save and reopen

• Save and reopen the record to compare against the source document.

What to check
Reopen the saved record and compare each important field with the source. Check the number, title, classification and location. A completion indicator supports review but does not certify the record’s correctness.

Read the full explanation

Save and reopen the record to compare against the source document. Reopen the saved record and compare each important field with the source. Check the number, title, classification and location. A completion indicator supports review but does not certify the record’s correctness. As we work through this example, identify the record or account involved and point out the evidence that confirms this step. If the expected control or result is missing, pause and explain the condition before continuing.

Trace an edit

• Edit an allowed field and inspect its recorded history.

What to check
Change only the designated practice field and inspect its history. Explain the reason for the change where the workflow asks for one. Do not create a replacement record to avoid a lock on the original.

Read the full explanation

Edit an allowed field and inspect its recorded history. Change only the designated practice field and inspect its history. Explain the reason for the change where the workflow asks for one. Do not create a replacement record to avoid a lock on the original. As we work through this example, identify the record or account involved and point out the evidence that confirms this step. If the expected control or result is missing, pause and explain the condition before continuing.

Exceptions and recovery

• Identify the blocked condition
• Preserve the relevant evidence
• Use the authorized next step

Important boundary
Do not create a second record to escape a lock or missing clearance. Completeness indicators assist review; they do not certify legal compliance.

Read the full explanation

Consider the exception before deciding to retry. Do not create a second record to escape a lock or missing clearance. Completeness indicators assist review; they do not certify legal compliance. Explain what you expected and what was actually shown. Keep the record identifier and sanitized error context, then refer the issue to the person responsible for that decision. A missing or blocked control is not a reason to borrow a more powerful account.

Guided practice

• Work within the assigned role
• Show the resulting state
• Explain one exception

Your exercise
Register one fictional record after checking for duplicates. Reopen it, correct one supplied metadata error and show its history.

Read the full explanation

Now use the approved fictional example. Register one fictional record after checking for duplicates. Reopen it, correct one supplied metadata error and show its history. Explain the identity, current state and intended action before acting. At the end, show the evidence of the result and name the next responsible person if the workflow cannot proceed. Destructive actions and live external sends are discussed using prepared examples.

Practice debrief

• Correct identity and authority
• Traceable result and history
• A justified next step

Expected answer
One record exists with the intended identifier, approved classification and location. The correction is traceable, and a lock or clearance problem is escalated.

Read the full explanation

The answer should establish the following: One record exists with the intended identifier, approved classification and location. The correction is traceable, and a lock or clearance problem is escalated. Walk through the evidence in the same order as the workflow. Explain the specific boundary discussed in this lesson. If a result could not be established, report it as unverified and identify what would be needed to complete the task.