Skip to content

Commit

Permalink
Merge pull request #4259 from nationalarchives/TDRD-500-Update-FAQ-Help
Browse files Browse the repository at this point in the history 
Tdrd 500 update faq help
  • Loading branch information
@Tom-Hallett
Tom-Hallett authored Nov 6, 2024
2 parents 6d6e81d + b8e8f36 commit 82208ef
Show file tree
Hide file tree
Showing 10 changed files with 108 additions and 15 deletions.
46 changes: 35 additions & 11 deletions app/views/faq.scala.html
View file
Original file line number Diff line number Diff line change
@@ -1,6 +1,6 @@
@(isLoggedIn: Boolean, name: String)(implicit messages: Messages, request: RequestHeader)
@defining("Frequently Asked Questions") { title =>
@main(title, isLoggedIn = isLoggedIn, name = name) {
@main(title, isLoggedIn = isLoggedIn, name = name) {
<div class="govuk-grid-row">
<div class="govuk-grid-column-two-thirds">
<h1 class="govuk-heading-l">@title</h1>
Expand Down Expand Up @@ -68,7 +68,8 @@ <h3 id="browsers-supported" class="govuk-heading-s">What browsers are supported?
<h3 id="sign-in-email" class="govuk-heading-s">Which email should I use to sign-in?</h3>
<p class="govuk-body">
Use the email that you used to create your account. If your email address changes, send full details of the change to <a href="mailto:@Messages("nationalArchives.email")">@Messages("nationalArchives.email")</a>.
Further information on how to set up a new account can be found in the TDR<a class="govuk-link" href="@routes.HelpController.help()"> User Guide</a>.
Further information on how to set up a new account can be found in the TDR<a class="govuk-link" href="@routes.HelpController.help()">
User Guide</a>.
</p>

<h3 id="password-not-working" class="govuk-heading-s">My password does not work</h3>
Expand Down Expand Up @@ -175,8 +176,7 @@ <h3 class="govuk-heading-s">How do I know if my records are Crown Copyright?</h3
<h3 id="other-languages" class="govuk-heading-s">
The records I wish to transfer are in another language (for example, Welsh)</h3>
<p class="govuk-body">
TDR currently only accepts records that are in English and Welsh. If your records are in a different language, contact <a href="mailto:@Messages("nationalArchives.email")">
@Messages("nationalArchives.email")</a> prior to transfer to discuss next steps.
TDR currently only accepts records that are in English and Welsh. If your records are in a different language, contact <a href="mailto:@Messages("nationalArchives.email")">@Messages("nationalArchives.email")</a> prior to transfer to discuss next steps.
</p>
<p class="govuk-body">
The National Archives accepts records in any language.
Expand Down Expand Up @@ -210,7 +210,8 @@ <h3 class="govuk-heading-s">
<p class="govuk-body">
File format extensions can also be useful for determining file types, however this can be an unreliable approach, since they can be changed easily. Extensions are the end part of a filename that typically look similar to '.jpg' or '.docx'. They are often hidden by default, but can usually be made visible to help with determining file type. Speak with your local IT Support team if you require assistance with this.
</p>
<p class="govuk-body">Contact <a href="mailto:@Messages("nationalArchives.email")">@Messages("nationalArchives.email")</a>
<p class="govuk-body">
Contact <a href="mailto:@Messages("nationalArchives.email")">@Messages("nationalArchives.email")</a>
if you are uncertain about the file formats you have selected for transfer.
</p>

Expand Down Expand Up @@ -278,8 +279,7 @@ <h3 id="progress-checks" class="govuk-heading-s">What checks are carried out?</h
A check performed to ensure files have not been corrupted as they move between your shared drive and TDR during the upload process. The data integrity check uses checksums which are like a digital fingerprint. For TDR we use SHA256.
</p>
<p class="govuk-body">
More information can be found in the <a class="govuk-link" href="@routes.HelpController.help()#glossary">
Glossary</a> of the TDR User Guide.
More information can be found in the <a class="govuk-link" href="@routes.HelpController.help()#glossary">Glossary</a> of the TDR User Guide.
</p>
</ul>

Expand Down Expand Up @@ -344,7 +344,7 @@ <h3 class="govuk-heading-s">
<li>Withhold the title or description without providing an alternative. For example, you can replace with '[Title withheld]' and or '[description withheld]'</li>
</ul>

<h3 class="govuk-heading-s">Can I include Redacted records?</h3>
<h3 class="govuk-heading-s">Can I include redacted records?</h3>
<p class="govuk-body">
If redacted files are included within your transfer, to avoid failing checks, you must ensure that:
</p>
Expand All @@ -354,8 +354,33 @@ <h3 class="govuk-heading-s">Can I include Redacted records?</h3>
<li>There is no other file type with the same name in the same sub-folder as the parent and redacted version</li>
</ul>
<p class="govuk-body">
If your redacted records cannot conform to the above, contact <a href="mailto:@Messages("nationalArchives.email")">@Messages("nationalArchives.email")</a>to arrange an alternative delivery method.
If your redacted records cannot conform to the above, contact <a href="mailto:@Messages("nationalArchives.email")">@Messages("nationalArchives.email")</a> to arrange an alternative delivery method.
</p>

<h3 class="govuk-heading-s">What is a Digital Transfer Advisor (DTA)?</h3>
<p class="govuk-body">
A Digital Transfer Advisor (DTA) is your point of contact at The National Archives (TNA) who can provide you with advice and guidance with your selected born digital public record transfer to TNA.
</p>

<h3 class="govuk-heading-s">What is the purpose of a metadata review?</h3>
<p class="govuk-body">
This step involves submitting your metadata for review by experts at The National Archives. The purpose is to ensure the metadata you have submitted has met TNA's standards for processing. Completing this accurately will ensure that we capture the information we need to add contextual value to the records. The review also ensures necessary access/closure conditions are adhered to.
</p>
<p class="govuk-body">
Records and metadata uploaded in TDR continue to be the responsibility of and owned by the transferring body. At the end of the preparation process, the transferring body agrees to transfer legal custody of the records and its metadata to The National Archives.
</p>

<h3 class="govuk-heading-s">
Why do my records need to go through a metadata review when I have not provided any metadata?</h3>
<p class="govuk-body">
TDR will automatically extract key technical metadata which becomes part of the catalogue entry for the record(s). This includes the filename, filepath, date last modified etc. and assumes some default values from the records you upload. Our digital archiving team will check that the dates extracted are still meaningful and that metadata provides context so that your records can be found and understood by our end users of Discovery. If this is not the case, they will get back to you with recommendations about ways to improve the metadata. This will help make your records easier to access by our Discovery users.
</p>

<h3 class="govuk-heading-s">How long will the metadata review take?</h3>
<p class="govuk-body">
The Digital Archiving team will attempt to complete the review and notify you of the outcome at their earliest convenience. It is difficult to say how long it will take as this is dependant on the number of reviews in progress, the volume of records within a file and the complexity of the metadata. If you are concerned that the metadata review has been ‘in progress’ for a while, please send an email to <a href="mailto:@Messages("nationalArchives.email")">@Messages("nationalArchives.email")</a> to get an update, quoting your consignment reference
</p>

<h3 class="govuk-heading-s">
Why do I need to transfer my records once I have already uploaded them to TDR?</h3>
<p class="govuk-body">
Expand Down Expand Up @@ -392,8 +417,7 @@ <h3 class="govuk-heading-s">Who can I contact if I have a query?</h3>
<h3 class="govuk-heading-s">
I have not received an email to notify me that my records are in the archive</h3>
<p class="govuk-body">
We will notify you via email when your records have been transferred, preserved and released to the public. If you would like more information on this process contact <a href="mailto:@Messages("nationalArchives.email")">
@Messages("nationalArchives.email")</a>
We will notify you via email when your records have been transferred, preserved and released to the public. If you would like more information on this process contact <a href="mailto:@Messages("nationalArchives.email")">@Messages("nationalArchives.email")</a>
</p>

<h3 class="govuk-heading-s">Can I view the progress of my transfers and their history?</h3>
Expand Down
77 changes: 73 additions & 4 deletions app/views/help.scala.html
View file
Original file line number Diff line number Diff line change
Expand Up @@ -37,8 +37,9 @@ <h2 class="govuk-heading-m">This user help guide includes:</h2>
<li><a href="#upload-records">Step 3: Upload your records</a></li>
<li><a href="#file-checks">Step 4: File checks</a></li>
<li><a href="#additional-metadata">Step 5: Add, edit or delete metadata</a></li>
<li><a href="#download-metadata">Step 6: Download and review metadata</a></li>
<li><a href="#confirm-transfer">Step 7: Confirm transfer</a></li>
<li><a href="#submit-metadata">Step 6: Submit Metadata to be checked by experts at TNA</a></li>
<li><a href="#download-metadata">Step 7: Download and review metadata</a></li>
<li><a href="#confirm-transfer">Step 8: Confirm transfer</a></li>
<li><a href="#transfer-complete">Transfer complete</a></li>
</ul>
<li><a href="#transfer-history">View the progress of your transfers and transfer history</a></li>
Expand Down Expand Up @@ -408,7 +409,75 @@ <h3 class="govuk-heading-s">Titles and descriptions that are sensitive to the pu
Withhold the title or description without providing an alternative. For example: '[Title withheld]' and or '[description withheld]'.
</p>

<h3 class="govuk-heading-s" id="download-metadata">Step 6: Download and review metadata</h3>
<h3 class="govuk-heading-s" id="submit-metadata">Step 6: Submitting your metadata to be reviewed by the Digital Archiving team</h3>
<p class="govuk-body">
Once you have added metadata to your uploaded records via Transfer Digital Records (TDR), you will be presented with the option to download and check the metadata TDR has captured against your records. This will include system metadata extracted by TDR from your uploaded records such as:
</p>
<ul class="govuk-list govuk-list--bullet">
<li>file path</li>
<li>file name</li>
<li>date last modified</li>
</ul>
<p class="govuk-body">
You can review this metadata by clicking on the grey ‘Download’ button and your metadata will be presented as a download in excel for you to view.
</p>
<p class="govuk-body">
Even if you did not provide any additional and/or closure metadata via TDR, you will still be presented with this option so that you can check the metadata which has been extracted. This gives you the opportunity to ensure the metadata is correct before you continue.
</p>
<img src="@routes.Assets.versioned("images/standard-review-metadata.png")" class="screenshots" alt="Download and review metadata page" />
<p class="govuk-body">
If you would like to make amendments to the metadata you have added, you can do this by clicking on the ‘Back’ link towards the top left corner of the page to return to the previous page to add ‘Record metadata’. Otherwise, select ‘Continue’ to proceed with your transfer.
</p>
<p class="govuk-body">
You will then be prompted to request a metadata review by our digital archiving team who will check the metadata we have captured for your records. This is to ensure that the metadata makes sense and provides meaning and context to your records so that they can be found by end users of Discovery.
</p>
<img src="@routes.Assets.versioned("images/standard-request-review.png")" class="screenshots" alt="Request a metadata review page" />
<p class="govuk-body">
After you submit your metadata for review, you will see that your metadata review is in progress.
</p>
<img src="@routes.Assets.versioned("images/standard-review-progress.png")" class="screenshots" alt="Metadata review in progress page" />
<p class="govuk-body">
You can only continue with the transfer once you receive an email notification with further instructions. At this stage you will need to log out and wait for the notification (or you may initiate another transfer if you are transferring multiple consignments).
</p>
<p class="govuk-body">
Once your metadata has been reviewed, you will receive a notification depending on one of the following outcomes:
</p>
<ol class="govuk-body">
<li>If issues are found with your metadata:
<p class="govuk-body">
You will receive two emails.
</p>
<p class="govuk-body">
One from a Digital Transfer Advisor with recommendations for making the necessary amendments before submitting for another review. Another email will be sent with a link to your in progress transfer. This can also be accessed by signing into Transfer Digital Records, selecting the ‘View Transfers’ button and finding the transfer with the corresponding consignment reference. You will see that issues were found with your metadata.
</p>
<img src="@routes.Assets.versioned("images/standard-view-transfers-page.png")" class="screenshots" alt="View transfers page" />
<img src="@routes.Assets.versioned("images/standard-review-issues.png")" class="screenshots" alt="Issues found in metadata page" />
<p class="govuk-body">
Select ‘Continue’ to return to the ‘Record metadata’ page and address the issues with your metadata by selecting the record and updating the form.
</p>
<img src="@routes.Assets.versioned("images/standard-additional-metadata-short.png")" class="screenshots" alt="Additonal metadata page" />
<p class="govuk-body">
Once you have made the necessary changes, you will be prompted to repeat the steps described above to submit your metadata for review by the Digital Archiving team who will check it again and send you an email notification.
</p>
</li>
<li>If everything appears to be OK with your metadata:
<p class="govuk-body">
You will receive an automated email confirming that you can proceed with your transfer. It will also contain a link to your in progress transfer.
</p>
<p class="govuk-body">
The transfer can also be accessed by signing into Transfer Digital Records, selecting the ‘View Transfers’ button and finding the transfer with the corresponding consignment reference.
</p>
<p class="govuk-body">
You will see a message confirming you can complete your transfer.
</p>
<img src="@routes.Assets.versioned("images/standard-review-success.png")" class="screenshots" alt="Metadata review successful page" />
<p class="govuk-body">
Select ‘Continue’ to carry on with submitting your records for transfer.
</p>
</li>
</ol>

<h3 class="govuk-heading-s" id="download-metadata">Step 7: Download and review metadata</h3>
<p class="govuk-body">
Once the metadata has been completed and automatically saved, you can download and review a .csv file which shows all the metadata added to your records.
</p>
Expand All @@ -420,7 +489,7 @@ <h3 class="govuk-heading-s" id="download-metadata">Step 6: Download and review m
When you have finished adding and amending metadata, click ‘Next’ to proceed to the final step of the process.
</p>

<h3 class="govuk-heading-s" id="confirm-transfer">Step 7: Confirm transfer</h3>
<h3 class="govuk-heading-s" id="confirm-transfer">Step 8: Confirm transfer</h3>
<p class="govuk-body">
At the final stage of TDR, you will be asked to confirm the transfer. On this screen you will see a summary of the records you have uploaded.
You may leave at any time and return to your transfer from the ‘View transfers’ page.
Expand Down
Binary file added public/images/standard-additional-metadata-short.png
View file
Loading
Sorry, something went wrong. Reload?
Sorry, we cannot display this file.
Sorry, this file is invalid so it cannot be displayed.
Binary file added public/images/standard-metadata-review-issues.png
View file
Loading
Sorry, something went wrong. Reload?
Sorry, we cannot display this file.
Sorry, this file is invalid so it cannot be displayed.
Binary file added public/images/standard-request-review.png
View file
Loading
Sorry, something went wrong. Reload?
Sorry, we cannot display this file.
Sorry, this file is invalid so it cannot be displayed.
Binary file added public/images/standard-review-issues.png
View file
Loading
Sorry, something went wrong. Reload?
Sorry, we cannot display this file.
Sorry, this file is invalid so it cannot be displayed.
Binary file added public/images/standard-review-metadata.png
View file
Loading
Sorry, something went wrong. Reload?
Sorry, we cannot display this file.
Sorry, this file is invalid so it cannot be displayed.
Binary file added public/images/standard-review-progress.png
View file
Loading
Sorry, something went wrong. Reload?
Sorry, we cannot display this file.
Sorry, this file is invalid so it cannot be displayed.
Binary file added public/images/standard-review-success.png
View file
Loading
Sorry, something went wrong. Reload?
Sorry, we cannot display this file.
Sorry, this file is invalid so it cannot be displayed.
Binary file added public/images/standard-view-transfers-page.png
View file
Loading
Sorry, something went wrong. Reload?
Sorry, we cannot display this file.
Sorry, this file is invalid so it cannot be displayed.

0 comments on commit 82208ef

Please sign in to comment.