Archiving and Culling Engine (ACE) 111-02010000

For help requesting ISP resources, see How to request a resource in ISP.

To access ACE, staff must request the following resources in ICT Security Portal (ISP):

• OLE-ONLINEEENQUIRY (ISP Category: Mainframe Applications - INCOME SECURITY)
• ACEUSER (ISP Category: ACF (SAMS) - PROD - ARCHIVE CULLING ENGINE)

Limited staff may also require the following ISP resource:

• IVRREC (ISP Category: ACF (SAMS) - PROD - ARCHIVE CULLING ENGINE)

Do not request this resource unless advised it is required.

To make it quicker to access ACE, set the Archiving and Culling Engine (ACE) Application homepage as a Favourite:

• Go to Archiving and Culling Engine (ACE) Application homepage
• Select the 'Favourites' icon and Add this page to favourites

Select the link each time directly from Favourites.

See Item 1 for access requirements if staff receive the following message trying to access Interactive Voice Recordings (IVR) in ACE - 'Some packet(s) require additional security access to view'.

All available Report Employment Income (REI) IVR voice recordings are loaded in ACE.

There is not always an audio voice recording to match when:

• a customer uses the REI Self Service application to report their income, and
• the Channel shows as 'IVR' on the Reporting History (RPRH) or Employment Income Summary (EANS) screens

REI IVR voice recordings for the dates below could be missing from ACE:

• Brisbane QLD 01 November 2005 - Current date
• Liverpool NSW 10 December 2005 - Current date
• Moorabbin VIC 07 January 2006 - Current date

This could be due to technical difficulties, or because the customer called a number to access the REI application that was not '133 276'. Voice recording equipment only exists for number '133 276'.

Any call recordings in the following date ranges are missing from ACE due to technical difficulties:

• Brisbane QLD 20 October 2003 - 31 October 2005
• Liverpool NSW 22 June 2004 - 09 December 2005
• Moorabbin VIC 01 October 2003 - 06 January 2006

For more assistance, email the Archive Systems Team.

When printing from ACE:

• all the text from DOCs may not display
• some of the text may be missing on the right-hand side of the page

To make sure all text displays in the printed copy using portrait orientation, set the browser page margins to 10 millimetres:

• Select File at top left of the browser
• Open Page Setup
• Key 10 in the Left and Right margins fields
• Select orientation Portrait
• Select OK

When all the documents are in expanded mode:

• select the browser Print icon, or File, and
• select Print

Only do this one time unless the computer is rebuilt.

If a DOC appears to be missing or there may be a gap in years from what is showing in the Centrelink system/ACE:

• Centrelink system:
• Check at the top of the Document List (DL) screen for the line of text, '200 documents found, 150 displayed'. The DL screen shows more DOCs than it can display at one time
• To retrieve more data, try putting the required date range in the Date From and To fields on the DL
• If it does not show that line of text or DOCs fail to appear, check all environments in the system
• ACE system - to retrieve more data, try adding the required Date Range: filters in the date From and To fields on the following search screens:
• Search
• ODR Search
• Activity Search

A DOC presenting with one of the following messages was archived to Customer Archive Retrieval (CAR) several years ago and is still available there:

• 'This document was archived in ISx on 7 APR 1998':
• The last letter (x) in the text ‘ISx’ indicates the environment where the document may be located in CAR. For example, A, B, G, H, I, J, K, M, P, R or S
• Check for the DOC in that environment
• 'This document was archived in NSW on 7 APR 1995' - check for the DOC in the environment/s relevant to that state:
• SA - A
• WA - P
• TAS - H
• QLD - B or G
• NSW - K, R or S
• VIC - M, G or J

The Text field for some DOCs in ACE refers to when the DOC was previously archived to Customer Archive Retrieval (CAR).

Before the Historical Document List (HDL) screen was created, DOCs were archived to CAR if they contained information in the Text field. The DOCs in CAR have not been archived to ACE, however all the information from these DOCs, except the Text field, is available in ACE.

DOCs were last archived to CAR in April 2001. As DOCs were only archived if they were more than one year old, the Text field for most DOCs up to the end of 1999 or early 2000 should be in CAR.

If the ACE ODR Search Results page shows the DOCs have a Receipt Date prior to 2000:

• go to the relevant environment/s in the Centrelink system, and
• request the DOCs in CAR

When a customer changes address and the Customer Reference Number (CRN) transfers to another environment in the Centrelink system, the CAR information for that customer is not moved. It is still only available in the old environment. It is therefore possible that CAR data may exist in several environments for a customer.

Some DOCs have a warning message 'This is a duplicate DOC - Please treat the information in this DOC with care', and the text of the DOC does not match the Summary text line.

A problem existed for a while where more than one DOC was given the same number. As a result, the Text field may contain some text from another DOC. During the archiving process any DOC with this problem is identified and the above warning message added to the DOC.

In the Centrelink system these problems existed for some DOCs accessed through the Historical Document List (HDL) screen. The text for DOCs with the same number was displayed in both DOCs. Wherever possible the text was allocated to the correct DOCs in the archiving process. However, all DOCs that have the same number as another for the same customer are identified with this warning message. Sometimes in ACE when one of the DOCs had no data in the Text field, the data from the other DOC is displayed in both DOCs.

It is possible to identify the DOCs with the same number by accessing the 'marked up' data available through the RAW button on the ODR Search Results page:

• Access the button from the Show Raw column when the DOC has the status of 'Online'
• Once accessed, use the browser 'Find' facility (Edit, then Find - on this page) to locate the <docuNum> text
• The value between the <docuNum> and </docuNum> text is the document number for that DOC
• Access the RAW button for other DOCs until the same number is found
• Email the Archive Systems Team. They can help identify which DOCs have the same number

When trying to view a DOC with status ‘ONLINE’ and a page of text appears with the heading ‘Error Messages’:

• Close down ACE and the browser session
• Open a new browser session
• Open ACE
• Access the record again

If the ‘Error Messages’ page continues to displays, send an email to the Archive Systems Team. Include the Customer Reference Number (CRN) and a screen dump of the error page.

Often in the afternoons the number of outstanding retrievals has built up. Because of the nature of the infrastructure, the time it takes to retrieve data from tape storage is directly dependant on the number of requests for data. The more requests submitted the longer the delay.

To avoid the time delay, make requests for required archived data in the late afternoon for the next day's work.

Check the ODR Request List page to see if the retrievals are online. This page is automatically refreshed, but the ODR Search Results page is not.

For help with data interpretation, contact the relevant helpdesk team.

The Archive Systems Team is unable to answer any questions about the interpretation of data retrieved from archives.