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Work through the lesson

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Your task and authority

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

Learning outcome
Learner verifies the scan, preserves version history and separates OCR from source evidence.

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Our audience is Registry staff with edit authority. Before the demonstration, confirm these prerequisites: C01, C02; fictional training record and approved account. The action-level access conditions are: record_edit plus record access; record_file_annotate / record_internal_note separately. Check the actual account and record state. The goal is not simply to find a button: Learner verifies the scan, preserves version history and separates OCR from source evidence.

The matching record

• Confirm the record number and upload the supplied fictional scan.

What to check
Compare the physical source and record identifier before upload. File-management authority is checked alongside record access. Registry editing and temporary borrower permissions are different routes.

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Confirm the record number and upload the supplied fictional scan. Compare the physical source and record identifier before upload. File-management authority is checked alongside record access. Registry editing and temporary borrower permissions are different routes. 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.

Scan quality

• Enter file metadata and inspect orientation, page completeness and preview.

What to check
Inspect orientation, legibility and page completeness in the preview. Check the file metadata against the source. A file can be stored successfully and still be unsuitable for someone trying to read the record.

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Enter file metadata and inspect orientation, page completeness and preview. Inspect orientation, legibility and page completeness in the preview. Check the file metadata against the source. A file can be stored successfully and still be unsuitable for someone trying to read the record. 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.

OCR and source evidence

• Distinguish OCR processing status/text from the authoritative source image.

What to check
OCR is machine-extracted text and can contain errors. Use diagnostics to understand processing status, but compare important wording with the scan. OCR availability and engine setup depend on the installation.

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Distinguish OCR processing status/text from the authoritative source image. OCR is machine-extracted text and can contain errors. Use diagnostics to understand processing status, but compare important wording with the scan. OCR availability and engine setup depend on the installation. 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.

Notes and versions

• Add an authorized annotation or internal note, then replace a practice scan and inspect version history.

What to check
Annotations and internal notes have separate permissions. An annotation does not rewrite the original file bytes. Use the supported replacement process and review version history rather than silently substituting evidence.

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Add an authorized annotation or internal note, then replace a practice scan and inspect version history. Annotations and internal notes have separate permissions. An annotation does not rewrite the original file bytes. Use the supported replacement process and review version history rather than silently substituting 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.

Progress and exports

• Set appropriate digitization progress and obtain only the exports allowed by your account.

What to check
Set digitization progress to match the actual work. Download, print and package options depend on the relevant authority. Protected retention attachments cannot be replaced or purged through routine file management.

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Set appropriate digitization progress and obtain only the exports allowed by your account. Set digitization progress to match the actual work. Download, print and package options depend on the relevant authority. Protected retention attachments cannot be replaced or purged through routine file management. 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
OCR engine availability is deployment-dependent. Annotations do not edit original bytes. Downloads/packages need export or specific borrower authority; protected retention attachments cannot be replaced or purged.

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Consider the exception before deciding to retry. OCR engine availability is deployment-dependent. Annotations do not edit original bytes. Downloads/packages need export or specific borrower authority; protected retention attachments cannot be replaced or purged. 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
Inspect a sample scan with a missing page, explain the OCR limitation, then use a permitted versioned correction and review history.

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Now use the approved fictional example. Inspect a sample scan with a missing page, explain the OCR limitation, then use a permitted versioned correction and review 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
The learner detects the quality defect, preserves the original evidence trail, distinguishes annotation from replacement and uses only permitted exports.

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The answer should establish the following: The learner detects the quality defect, preserves the original evidence trail, distinguishes annotation from replacement and uses only permitted exports. 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.