Using the Archiving and Culling Engine (ACE) to access archived Online Document Recording (ODR) data 111-02010130

The Archive History (ARH) screen shows, once in the customer record, if any DOCs have been archived to the Archiving and Culling Engine (ACE) and when the archiving occurred.

This screen will only show when DOCs have been archived to ACE. This does not show the archival information for the Customer Archival Retrieval (CAR) system.

Access and log on to the Archiving and Culling Engine (ACE) application. Determine search criteria.

A link to ACE can be found in the Resources page.

Searches can be made for all activities archived for a customer, or a selected range based on certain criteria.

• to search for all DOCs, go to Step 3
• to search using certain criteria, go to Step 4

Select 'ODR Search' from the left hand navigation menu:

• the ODR Search screen will display - key search criteria into the relevant fields:
• Reference Number: key the CRN (Customer Reference Number)
• to search for all the DOCs that have been archived for a customer, click in the 'Find all archived DOC's' box
• select the Submit button or press [Enter]

To search for DOCs that meet certain criteria, using any of the following:

• Service Reason(s)
• Channel Type
• Enquiry Type(s)
• Receipt Date Range
• Last Updated Date Range

Indicate by clicking the relevant radio button to find DOCs that match all of the nominated criteria, or DOCs that match any of the criteria.

Select the Submit button or press [Enter].

Searching tips

Searching using 'Find DOCs that meet ALL of these criteria' will limit the search to finding DOCs that satisfy all the criteria:

• for example, a search using only Service Reason FTB (Family Tax Benefit) and Channel Type PHO (Phone), will return all DOCs with a Service Reason FTB and a Channel Type - PHO
• a DOC with a Service Reason of FTB but a Channel Type of LET (Letter/Mail) will not be returned

Searching using 'Find DOCs that meet ANY of these criteria' will return all the DOCs that satisfy each separate criterion included:

• for example, a search using Service Reason FTB (Family Tax Benefit) and Channel Type PHO (Phone) will return all DOCs with a Service Reason FTB , regardless of the Channel Type and all Docs with a Channel Type PHO, regardless of Service Reason

Not all DOCs will have a value for the Channel Type and Enquiry Type fields, and some may contain the conversion code CNV (Converted).

Searching by 'Last Updated Date Range' will only return DOCs created, updated, or annotated after 19 June 2004.

Refer to the field help to see what values are valid for these criteria.

A successful search will produce a list of all the DOCs which meet the selected search criteria.

In addition to the data that can be searched by, this page will display the Summary text for each DOC.

Select the:

• check box next to the desired DOC. More than one DOC may be requested at the same time
• Get button at the bottom of the screen

If the Status is:

• Offline, go to Step 7
• Online, go to Step 8

If the Status was Offline it will change to Requested and this Message will be presented; 'Your request for offline data is being processed. Go to the ODR Request List screen to monitor the status of your request'.

To navigate to the ODR Request List screen:

• select the Request List menu item on the left hand side of the screen
• the most recent request will be shown at the top of the Request List screen
• the entry in the column No. Online advises when the data is available for viewing (the process of bringing archive data from offline to online takes approximately 30 seconds) and how many DOCs were requested
• when the packet is online it can be selected by clicking on the View button

If the Status is Online the archive data may be viewed immediately.

Select the:

• check box(es) alongside the relevant DOCs
• Get button at the bottom of the screen

If the Printer Icon is used to print, the whole page is automatically printed. Archive records can be very large. To enable printing of selected pages:

• go to the File menu
• select 'Print Preview'
• select the desired Print range and press Print

To get optimal results, particularly when viewing screens with many columns, set the browser view to 'Medium' or 'Smaller':

• go to the View menu
• select 'Text Size'
• select 'Medium' or 'Smaller'