A received box has fewer dossiers than its manifest; retain the discrepancy, quarantine uncertain items and accept eligible portions.
Trusted Records · Platform
Intake and handover
Bring every records box into a controlled process: establish sender, receiver, condition and the portion accepted.
Inputs and starting conditions
Manifest, dossier list, seals, condition photographs and expected counts. Register source, project and BoxID before releasing work to preparation.
Workflow and control gates
- 01Register both parties
- 02Inspect seals
- 03Record actual receipt
- 04Reconcile discrepancies
- 05Approve intake
Compare expected and actual quantities using the same counting unit. Partial acceptance identifies the outstanding portion; never edit expected counts to hide a discrepancy. Only eligible records proceed to preparation.
Exceptions and recovery
Broken seals, missing boxes or unsuitable condition: quarantine the affected portion, open an exception, obtain the sender’s explanation and record the decision. Preserve the original manifest link.
Roles, outputs and states
| Responsibilities | Evidence and states |
|---|---|
| The sender confirms provenance; intake staff document condition; an authorized approver accepts or rejects. The custodian receives reconciled holdings. | Two-party receipt, photographs, seal history, BoxID, counts and custody timeline. States: expected → reconciling → accepted / quarantined. |
Scenario and acceptance criteria
Complete only when
The receipt retains expected and actual counts, sender/receiver and item-level decisions.
Interfaces for this workflow
Integration handoff
End-to-end integration workflows
Connect technical states to business decisions instead of merely listing endpoints.
Read detailsOpenAPI and Swagger Reference
The proposed contract is rendered from one local specification; no network Try-It or real credentials.
Read detailsErrors and next actions
A consistent error envelope guides recovery without disclosing sensitive data.
Read detailsContinue the workflow
Preparation and arrangement
Preserve original dossier structure before scanning instead of treating every stack as a single document.
Read detailsTwo journeys, one records lifecycle
Connect paper and born-digital records through persistent identifiers, policies and evidence.
Read detailsIntegration quickstart
Exercise ingest → job tracking → registration → verification with synthetic data.
Read detailsStart with a verifiable scope.
Agree record classes, quality criteria, permissions and evidence before scaling.
Plan assessment