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LASERFICHE - ENVIRONMENTAL

LASERFICHE - ENVIRONMENTAL. Mitch Jensen Valmont Environmental Health and Safety Conference Wednesday, Aug 25, 2010. What is LaserFiche?. Electronic document database LaserFiche is our electronic file cabinet. We use it to store our Environmental records for long-term safe-keeping.

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LASERFICHE - ENVIRONMENTAL

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  1. LASERFICHE - ENVIRONMENTAL Mitch Jensen Valmont Environmental Health and Safety Conference Wednesday, Aug 25, 2010

  2. What is LaserFiche? • Electronic document database • LaserFiche is our electronic file cabinet. • We use it to store our Environmental records for long-term safe-keeping.

  3. Benefits From Using LaserFiche • Security – backed up daily • Availability – records can be accessed anywhere you have Valmont network access • Shareable – can be viewed at multiple locations simultaneously • Controlled access – can restrict access to selected users • Searchable

  4. What Records Are Stored? • Rule of Thumb – Corporate EHS wants a copy of every record that is given to a public agency. • We also want a copy of • Every hazardous & non-hazardous waste manifest • Every water and waste analysis • All waste profiles and approval letters • All Plans (RCRA Contingency, SW, SPCC, RPCC) • Training records • All Permits and correspondence from regulators

  5. Where are the Records Stored? • Records are organized according to our Guidance for Record Filing: http://valweb02/environmental/Policy/filestructure.xls • Each facility has a folder for Environmental Records, as well as for Safety and MSDSs • The ENV folder is subdivided into numbered folders that match our file structure. • Numbered folders can be subdivided more as needed.

  6. How are Records Identified? • By file name – most common is a Date of Record (YYYY-MM-DD) followed by a Description of the record. • By the template metadata. Includes: • File Number • Subject (similar to file name description) • Desc/RY (e.g. permit or profile number) • Addressee (the letter receiver – not used much) • Date (e.g. date of signature) • Manifest Number

  7. How Do I Get to My Records? • Environmental Dept web page – LaserFiche link • Also through WCTS, AETS, and CTS • Login is based on your Network login – no password. • Typically, only Env Coordinators and their managers have access to their facility’s ENV folder. All facility employees should have access to the facility MSDS folder. • If you need access, speak to me (Mitch Jensen) or your Env Engineer (Bruce Lackey or Bob Bjorkman).

  8. What is the Best Way to Add Records? • Mail paper copies, which we scan. • Email documents you scanned into TIF or PDF image files • Newest and best way will be submitting your scanned documents as TIF files via the Compliance Tracking System (CTS).

  9. Special Requirements for Scanning? • Set the scanner to save files as Black and White Text images, NOT as grayscale, color, photo, or text/photo. • Set the scanner file type to TIF or TIFF • Set the scanner resolution to 200x200 dpi (usually is the default), but if document print is very tiny, set the resolution to 300x300 dpi. • Only scan in color or photo mode when needed to capture the full message of the doc

  10. Record Access through WCTS • Retrieve a Manifest - example • Open WCTS • Lookup McCook containers for Sept 2009 • Select Container 1028 or 1029 • Click on Manifest icon (next to Manifest field) • Click on LaserFiche button – searches on Manifest • Retrieve Profile data (for configurators only) • WCTS Profile screen – select #21714 acid sludge • Click on LaserFiche button – searches on Desc/RY

  11. Record Access through AETS • Feature that is only available to Configurators • Open AETS • Select a part in Item Master Maintenance (e.g. Aurora F63UXN8260) • Click on LaserFiche icon – searches on Valmont Part number in MSDS template

  12. Record Access through CTS • Open CTS (use test vers) • Select the task in question (e.g., search for Long Beach waste inspections) • Click on View Details icon • Click on Select Instance for 8/13/10 • Click on LaserFiche File link – searches on Instance ID field

  13. Using LaserFiche Weblink • Two Links that will reach LaserFiche Weblink full-function browser • Link on VO / Environmental Health and Safety web page (this one has an instruction page) • Link on Corp Environmental Dept web page • Opens to the LF folder browser. • Click on the Search tab to search. Many search types are available. Field or Text searches work the best. See instruction sheet.

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