Records Managers

ERA Frequently Asked Questions

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General ERA Questions

  1. Can I get a demonstration of the system?
  2. What are the current capabilities of ERA and what is left to be developed in system?
  3. Is ERA compatible with my agency's internal review and approval processes?
  4. Can you give me an example of how users interact with ERA?
  5. Have there been changes in terminology for the steps in and documents associated with records scheduling and records transfer - Does NARA have a crosswalk of the current terms to the ERA terms?

Answers - General ERA Questions

Q1:Can I get a demonstration of the system?
[Ans] Yes. Please send an email to ERATraining@nara.gov.

Q2:What are the current capabilities of ERA and what is left to be developed and implemented in the system?
[Ans] Agencies may use ERA to:

  • Schedule any records regardless of media, for example, electronic, paper, audio-visual, and disposition, i.e., schedules that cover both temporary and permanent records.
  • Transfer permanent records in any media to NARA.
  • Pre-accession permanent electronic records regardless of security classification to NARA.
  • Access to NARA holdings online. We are currently prototyping the on-line public access to NARA holdings, which will feature streamlined searching across all of our data stores, enhanced display, and the use of social media tools, e.g., wikis and social tagging.

ERA development ended in September 2011. NARA subsequently awarded a maintenance contract to IBM. In addition to providing routine maintenance on the system, IBM will correct system defects and make changes to the system that serve NARA's needs and the needs of our agency customers and the public.

Q3: Is ERA compatible with my agency's internal review and approval processes?
[Ans] ERA provides only minimal workflow for agency internal review and approval processes. For internal review and approval purposes, ERA allows the user to view, print, or save a PDF copy of the electronic form.

Q4: Can you give me an example of how users interact with ERA?
[Ans] ERA is a role-based system that allows the user to interact with the appropriate business objects. Business objects in ERA are electronic forms which replace paper-based standard forms, such as the Standard Form 115, Request for Disposition Authority, and the Standard Form 258, Agreement to Transfer Records to the National Archives of the United States. Users performing the appropriate roles, draft business objects in ERA, approve them, and submit them to NARA.

For example, in the case of scheduling, a person with the "Records Scheduler" role will be able to draft a records schedule and submit it to a "Certifying Official." ERA notifies the Certifying Official that a records schedule has been submitted to them by placing a task in the Certifying Official's ERA Inbox. The "Certifying Official" approves the records schedule and then submits it to NARA using ERA. An individual can have both the "Records Scheduler" and "Certifying Official" roles, or the roles may be played by different individuals. Typically the "Certifying Official" is the agency's records officer.

Q5: Have there been changes in terminology for procedures and documents associated with records scheduling and records transfer? If so, does NARA have a crosswalk of the current terms to the ERA terms?
[Ans] Some terms have changed. For example, agencies no longer complete a Standard Form 258 when transferring permanent records to NARA. They now fill out an electronic Transfer Request, which transfers physical custody to NARA. Once physical custody of the records has been taken by NARA, ERA automatically creates a Legal Transfer Instrument, which transfers legal custody to NARA. Agencies will schedule records using the on-line Records Schedule form. That online form replaces the Standard Form 115.

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Rolling Out ERA

  1. When should my agency start using ERA?
  2. My agency is an organization under one of the thirty CIO Council departments and agencies. Does NARA want my organization to be included as part of the rollout to the thirty CIO Council agencies, or as a separate agency?
  3. What does my agency need to do prior to using ERA?
  4. What ERA training will NARA provide users?
  5. Does ERA require specific software?
  6. Does ERA require specific hardware?
  7. What do I need to do in order to connect to ERA for the first time?
  8. Can I access ERA from a non-agency computer, such as, my personal computer?
  9. How do federal agencies transmit electronic records to ERA?
  10. Are there limitations with regard to the number of simultaneous ERA users?
  11. Are there limits to the volume of data that can be transferred to ERA in a single electronic transaction?
  12. What constitutes successful implementation of ERA when my agency starts using ERA?
  13. Are there possible exceptions to the mandatory use of ERA after October 1, 2012?

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Answers - Rolling Out ERA

Q1: When should my agency start using ERA?
[Ans] NARA asks that all federal agencies start using ERA during Fiscal Years 2011 and 2012. After October 1, 2012, NARA will require all federal agencies to use ERA for scheduling and transferring permanent records to NARA. The rollout will consist of two phases:

  • From March 2011 through November 2011, the 30 departments and agencies that constitute the Chief Information Officer (CIO) Council began using ERA.
  • The rest of the Federal government will begin using ERA between July 2011 and September 2012.

Q2: My agency is an organization under one of the thirty CIO Council departments and agencies. Does NARA want my organization to be included as part of the rollout to the thirty CIO Council agencies, or as a separate agency?
[Ans] For the purpose of rolling out ERA, we are considering your organization as a separate agency. We will be meeting separately with your higher level CIO Council department or agency regarding records created at the headquarter level. However, we realize differing practices and policies exist regarding how records management is implemented in departments and agencies, so we are willing to work with you if we need to modify the roll out.

Q3: What does my agency need to do prior to using ERA?
[Ans] Agencies should follow the five steps outlined below. See also Getting Started with ERA.

Step One: Appoint an ERA Account Manager. The ERA Account Manager is the person within an agency who approves access to ERA. Frequently, the Agency Records Officer serves as the ERA Account Manager. The Agency Records Officer should email the name of the ERA Account Manager to ERAaccounts@nara.gov.

Step Two: Determine who will perform the five ERA user roles. ERA is a role-based system. Individuals approved to perform a particular role can access the screens needed to perform that function and take certain actions, such as, submitting forms to NARA. More than one person can perform a particular role; and, one person can perform many or all of the roles.

Scheduling Records

  • Records Scheduler
    • This role should be assigned to users who will be preparing records schedules and submitting them to the Certifying Official for approval.
  • Certifying Official
    • This role should be assigned to users who will be certifying that the agency is officially submitting a Records Schedule to NARA for approval. The paper equivalent of this role is the person who signs in Box 6 of the paper Request for Records Disposition Authority (SF 115).

Transferring Permanent Records to NARA

  • Transferring Official
    • This role should be assigned to users who will create Transfer Requests and submit them to the Transfer Approving Official for approval.
  • Agency Approving Official
    • This role should be assigned to users who have authority to approve Transfer Requests and Legal Transfer Instruments on behalf of the agency. The paper equivalent of this role is the person who signs in Box 2A of the paper Agreement to Transfer Records to the National Archives of the United States (SF 258).
  • Electronic Transfer Staff
    • For electronic records transfers only, this role should be assigned to users who will package and transmit electronic files to ERA via an electronic transfer method

Step Three: The staff identified by the ERA Account Manager to perform the roles must be trained. Each user must complete training prior to submitting an ERA Account Request Form (NA 3070). All the lessons have an overview, called a tutorial. Some of the more complex lessons also have demonstration (depicts the completion of a sample form) and guided practice (allows the student to enter sample information) modules. You may access the training modules by following the links at http://www.archives.gov/era/training/.

Step Four: After the staff members are informed of their roles and take the training, they need to request a user account from NARA. The user fills out the online ERA User Account Request Form (NA 3070) and clicks on submit. The submitted form goes to the ERAAccounts@nara.gov where the NARA Account representative reviews the information and sends it via email to the ERA Account Manager. The ERA Account Manager replies to the email by typing "approve" or "disapprove" in the body of the email. If approved, the ERA Help Desk will contact the new user and provide him or her with a user id and temporary password. The new user logs on to ERA and creates a permanent password. The password must be changed every 90 days.

Optional Step Five: Attend one of the future training sessions here at the National Archives at College Park (Archives II) or in selected locations across the country. You may enroll in a session by visiting the Records Management Training Learn Center.

Q4: What ERA training will NARA provide users?
[Ans] The primary training method will be online training that will address all the major functions in ERA, including scheduling, transferring electronic records to NARA, using the packaging tool to package electronic records and send them to NARA, and transferring non-electronic records to NARA. The online training has different levels of detail: overviews, demonstrations of how the business objects operate, and guided practice sessions that let you practice actually completing a form. The ERA web site has a variety of user guides and crosswalks.
NARA also offers one-day ERA boot camp training sessions each month through October 2012, at the National Archives at College Park, and selected locations across the country. You may obtain further information and enroll in one of the sessions at the Records Management Training Learn Center.

Q5: Does ERA require specific software?
[Ans] ERA does not require specific software. Federal agencies access ERA over the Internet. Workstations need:

  • Access to the Internet
  • Firefox V3.6 or Internet Explorer V7 web browsers. Other versions of Firefox and Internet Explorer affect functionality and alter text on the screen. Firefox V4, Internet Explorer V9, Apple's Safari and Google's Chrome web browsers have not been tested in ERA.
  • To fully support the ERA website, you may have to adjust some settings within your browser and the ERA URLs may need to be added to the exceptions list (allowed sites). Please see the directions below for making the requisite changes. If you are restricted in making these changes to your workstation, you should contact your local IT service desk for support or to make the changes for you.
    • Mozilla Firefox:
    • Open Firefox
    • Click on 'Tools' --} then select 'Options'
    • Click the 'Security' tab
    • Click 'Exceptions'
    • Type the URL (https://*.era.nara.gov ) then click 'Allow' and close that option window
    • Click the 'Content' tab
    • Verify that the following boxes are checked: (close that option window when done)
      • Enable JAVA script
      • Load Images automatically
    • Click the 'Advanced' tab
    • Click the 'Encryption' sub-tab
    • Verify that the following 'Protocols' boxes are checked:
      • SSL 3.0
      • TLS 1.0
    • Close the open options windows and restart your browser
  • Microsoft Internet Explorer 7:
    • Open Internet Explorer 7
    • Click on 'Internet Options'
    • Click the 'Security' tab, then click on the 'Sites' button
    • Type the URL (https://*.era.nara.gov) then click 'Add' and close that option window
    • Click the 'Advanced' tab and verify that the following boxes are checked:
      • Java (Sun) -- Use JRE 1.6.0_xx (xx indicates your version number)
      • Multimedia - Show pictures
      • Security - Use SSL 3.0
      • Security - Use TLS 1.0
    • Close the open options windows and restart your browser
  • Java Runtime Environment (JRE) 6 update 2 or later (Version 1.6.0_2 or later). This is for the Packaging Tool. You can check your installed version ( http://www.java.com/en/download/installed.jsp?detect=jre&try=1)
  • Optional ERA-supplied Packaging Tool. The Packaging Tool bundles multiple files/records together to form a single transfer shipment that will later be processed by ERA. The Packaging Tool can either be accessed from the ERA portal or be installed as a standalone application on your workstation. Both the ERA-connected and the standalone application, which is delivered via CD or download, needs the Java version described above.

Q6: Does ERA require specific hardware?
[Ans] ERA does not require specific hardware.

Q7: What do I need to do in order to connect to ERA for the first time?
[Ans] First of all, make sure you have an ERA user account. See Getting Started with ERA for information on acquiring an ERA user account. ERA needs to be able to recognize your IP address. You also need to be able to access ERA over the Internet using either Firefox V3.6 or Internet Explorer V7 web browsers.

  • Access to ERA over the Internet
  • In order to log on to ERA, your agency's IP address range will need to be provided to the ERA Helpdesk. This information can be collected in two different ways:
    • The preferred method is to have your agency's IT department provide the ERA Helpdesk with its public facing IP range that will be used when accessing ERA.
    • If your IT department cannot provide the information, contact the ERA Helpdesk and have the following web site on your computer screen when you call: http://www.whatsmyip.org/.
  • Firefox V3.6 or Internet Explorer V7 web browsers.
  • To fully support the ERA website, you may have to adjust some settings within your browser and the ERA URLs may need to be added to the exceptions list (allowed sites). See the directions below for making the requisite changes. If you are restricted in making these changes to your workstation, please contact your local IT service desk for support or to make the changes for you.
    • Mozilla Firefox:
    • Open Firefox
    • Click on 'Tools' --} then select 'Options'
    • Click the 'Security' tab
    • Click 'Exceptions'
    • Type the URL (https://*.era.nara.gov ) then click 'Allow' and close that option window
    • Click the 'Content' tab
    • Verify that the following boxes are checked: (close that option window when done)
      • Enable JAVA script
      • Load Images automatically
    • Click the 'Advanced' tab
    • Click the 'Encryption' sub-tab
    • Verify that the following 'Protocols' boxes are checked:
      • SSL 3.0
      • TLS 1.0
    • Close the open options windows and restart your browser
  • Microsoft Internet Explorer 7
    • Open Internet Explorer 7
    • Click on 'Internet Options'
    • Click the 'Security' tab, then click on the 'Sites' button
    • Type the URL (https://*.era.nara.gov ) then click 'Add' and close that option window
    • Click the 'Advanced' tab and verify that the following boxes are checked:
      • Java (Sun) -- Use JRE 1.6.0_xx (xx indicates your version number)
      • Multimedia - Show pictures
      • Security - Use SSL 3.0
      • Security - Use TLS 1.0
    • Close the open options windows and restart your browser
  • Log on to the ERA Portal (or the ERA Ingest Server in uploading electronic records).

Q8: Can I access ERA from a non-agency computer, such as, my personal computer?
[Ans] ERA only allows access from authorized agency computers. However, if your agency allows access to its system through a Virtual Private Network (VPN) capability, then you should be able to access ERA using VPN. Please contact your IT support help desk for further information.

Q9: How do federal agencies transmit electronic records to ERA?
[Ans] Electronic records can be sent to ERA via HTTPS upload or Secure Files Transfer Protocol (FTP). Electronic records can also be sent on optical and magnetic media and any USB-connected storage device.

Q10: Are there limitations with regard to the number of simultaneous ERA users?
[Ans] There are no limits to the number of simultaneous ERA users, but the system operates best with 50 simultaneous users.

Q11: Are there limits to the volume of data that can be transferred to ERA in a single electronic transaction?
[Ans] For physical transfer on media and Secure Files Transfer Protocol (FTP), there are no file size limits. HTTPS uploads have a file size limit of 1GB. The user interface displays a message to let the user know if the file size exceeds the 1 GB limit prior to transmission.

Q12: What constitutes successful implementation of ERA when my agency starts using ERA?
[Ans] During the start month:

  • The agency should begin using ERA for scheduling temporary and permanent records and transferring eligible permanent records regardless of media at some time during the start month.
  • The amount of work generated during the start month is at the discretion of the agency.
  • Once an agency starts using ERA for scheduling and/or transferring records to NARA, it should continue to use ERA for those transactions.
  • After October 1, 2012, use ERA for scheduling temporary and permanent records and transferring eligible permanent records regardless of media to NARA.

Q13: Are there possible exceptions to the mandatory use of ERA after October 1, 2012?
[Ans] If the following conditions exist, NARA may accept a paper SF-258 or SF-115 in lieu of using ERA.

  • A permanent General Records Schedule item serves as the disposition authority for records proposed for transfer to the permanent holdings of the National Archives. One example of the condition is when a special or temporary commission utilizes the GRS to transfer permanent records to NARA.

    Why is it a problem?
    Agencies can view the uncompleted (approved or unapproved) records schedules, transfer requests, and legal transfer instruments of other agencies if they are given access to GRS as a disposition authority.

    What needs to done before ERA can be used?
    Redesign the way ERA user roles operate in ERA working through the ERA BRG.
  • An agency wishes to create a transfer request or a records schedule in ERA that must contain classified information.

    Why is it a problem?
    Agencies access ERA over the Internet and ERA cannot accept classified records or business objects with classified information over the Internet

    What needs to be done before ERA can be used?
    • Create an ERA environment where classified information may be transmitted to ERA.
    • If possible, agencies should create unclassified versions of transfer requests and records schedules in ERA and send separately classified records and other related classified documentation via classified courier. The unclassified business object will reside in ERA and classified non-electronic records and documentation will be stored in a classified storage area. CERA is a totally standalone system with no connection to the Internet or NARANET.
  • An agency submits a paper SF-258 or a paper SF-115 that was originally started by NARA prior to October 1, 2012.  For example, an agency submits an approved SF-258 that was originally prepared by NARA for a previous year’s Annual Move.

    Why is it a problem?
    An agency would need to re-enter the information into ERA.  This would increase agency workload.

    What needs to done before ERA can be used?
    NARA should complete in paper any transfer request or records schedule started as paper.
  • An agency's network firewall prohibits connection with ERA.

    Why is it a problem?
    Agencies need to access ERA over the internet.

    What needs to done before ERA can be used?
    Agencies need to provide their range of public facing Internet protocol (IP) addresses to the ERA Help Desk.  Agencies should contact the help desk at 877-372-9594 or ERAHelp@nara.gov.
  • An agency uses an internet browser that does not render ERA.

    Why is it a problem?
    Agencies need to be able to effectively render the business objects in ERA in order to use the system.

    What needs to done before ERA can be used?
    Agencies need to install a browser that works with ERA.  ERA works effectively with Firefox v3.6. [any release] and Internet Explorer v7.  Although not yet tested, ERA works with the most recent versions of Firefox.  ERA also works in a degraded condition with Internet Explorer v8, i.e., font size and contrast makes the text difficult to read.

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Using ERA to Schedule Records

  1. Does ERA provide agency users with automated notifications of the status of records schedules throughout the appraisal and approval process?
  2. Does ERA allow agency users to track schedule review and approval status in ERA?
  3. Does ERA allow agency users to track changes to draft records schedules and allow for comments/notes of clarification to be added?
  4. Are public comments received by NARA via the Federal Register process be captured in ERA?
  5. Will agencies have access in ERA to the public comments and the NARA appraisal reports?
  6. What types of records schedules can be written in ERA: standard approach (records series by records series), 'big bucket'/flexible schedules, a combination of approaches? Are there records scheduling approaches that are being handled outside of the system?

Answers - Using ERA to Schedule Records

Q1: Does ERA provide agency users with automated notifications of the status of records schedules throughout the appraisal and approval process?
[Ans] Agency ERA users can set up their ERA user profiles to receive notifications, via e-mail or through the ERA Portal, for certain events (e.g., when a schedule has been submitted for certification or has been approved) and tasks (e.g., a schedule is awaiting action for certification). Update your user profile by clicking on "View Profile" in the upper right corner on the ERA workbench, and making selections under the "Contact Information" tab:

Contact   
 
Screenshot 1: A detailed view showing a LARGE-FILE.RAR, a 64Gb file causing this error.

For ERA Portal notifications, select "Yes" next to "Receive Notification in ERA Portal?"
For ERA notifications via e-mail, select "Yes" next to "Receive Notifications by Email?"
For Task notifications via e-mail, select "Yes" next to "Receive Tasks by Email?"

Q2: Does ERA allow agency users to track schedule review and approval status?
[Ans] You will only receive schedule status notifications for events that take place within ERA. Since much of the appraisal process occurs outside of ERA, your appraisal archivist will continue to send monthly status updates for all schedules currently in the appraisal process.

Q3: Does ERA allow agency users to track changes to draft records schedules and allow for comments/notes of clarification to be added?
[Ans] No. The records schedule in ERA is a field-based form and does not have any track-changes capability. There is a field for entering additional background information on the schedule, but any comments/notes of clarification will have to be handled outside of the system via email and other correspondence. Additionally, schedules cannot be returned to an agency for revisions at the present time. We hope to have this capability in the future . Until then, all schedule changes will have to be made by your appraisal archivist and agency concurrences documented outside the system in the appraisal dossier.

Q4: Are will public comments received by NARA via the Federal Register process be captured in ERA?
[Ans] Currently, ERA is only for drafting, submitting, and final approval of records schedules. The appraisal process occurs outside of the system. The Federal Register process, including public comments, is captured only in the appraisal dossier, which is still a paper record not currently part of ERA.

Q5: Will agencies have access in ERA to the public comments and the NARA appraisal reports?
[Ans] No. NARA does not currently make appraisal dossiers available to agencies except upon request. This will not change with ERA. Additionally, for the present time, ERA will not include public comments or the appraisal report.

Q6: What types of records schedules can be written in ERA: standard approach (records series by records series), 'big bucket'/flexible schedules, a combination of approaches? Are there records scheduling approaches that are being handled outside of the system?
[Ans] ERA is able to handle any type of records schedule. The only records schedules that cannot be written in ERA are classified records schedules.

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Using ERA to Transfer Permanent Records to NARA

  1. What digital formats are authorized for the transfer of permanent e-records in to ERA? Are they the same as those identified in the NARA electronic records transfer standards?
  2. Has the workflow for the accessioning process changed?
  3. My agency uses the NARA ARCIS system for the tracking of the disposition of both permanent and temporary HHS records stored in the Federal Records Centers. Will ERA be used for the tracking of permanent records in FRC storage and transfer to Archives?

Answers - Using ERA to Transfer Permanent Records to NARA

Q1: What digital formats are authorized for the transfer of permanent e-records in to ERA? Are they the same as those identified in the NARA electronic records transfer standards?
Although, ERA is designed to manage and preserve digital records regardless of format, we ask that you follow NARA's existing transfer guidelines http://archives.gov/records-mgmt/initiatives/erm-guidance.html. For proposed permanent electronic records transfers that fall outside of the guidelines, contact CER@nara.gov.

Q2: Has the workflow for the accessioning process changed?
Yes. The standard form 258 has been replaced by two business objects: Transfer Request and Legal Transfer Instrument. Agencies complete and submit the Transfer Request and the Legal Transfer Instrument to transfer records' physical and legal custody to NARA. The Transfer Request is submitted before the records are physically transferred to NARA. Once NARA has accepted physical custody of the records in ERA, agencies complete and submit the Legal Transfer Instrument to transfer records' legal custody to NARA. NARA accepts legal custody of the records in ERA to complete the work flow.
This process is expected to change during the 4th quarter of FY 2011 with the release of Increment 5. This process is being streamlined to require agencies to submit only the Transfer Request, which triggers an automated submission of the Legal Transfer Instrument at the appropriate time. More information will be provided to you later in FY2011.

Q3: My agency uses the NARA ARCIS system for the tracking of the disposition of both permanent and temporary records stored in the Federal Records Centers. Will ERA be used for the tracking of permanent records in FRC storage and transfer to Archives?
Yes, ERA will document NARA acceptance of physical and legal custody of permanent records. ARCIS and ERA will eventually share information and automatically complete the appropriate business objects with existing information. For example, during the next annual move of records from the Washington National Records Center to the NARA custodial units, ARCIS will automatically populate the corresponding ERA business object with the correct information and forward it to the agency for signature, thereby speeding up the process considerably. The ARCIS-populated ERA Transfer Request replaces the paper SF-258 and is distinct in that one Transfer Request is generated for every ARCIS entry. Whereas under the paper SF-258 system many FRC transfers could be transferred under a single paper SF-258, in ERA, FRC transfers will be transferred under individual ERA Transfer Requests.

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ERA Tips and Workarounds

  1. I left the ERA system by closing a window and not logging out. When I attempted to log back in I received the error message "Concurrent login is not allowed." Why did I get the message and what do I do now?

Answers - ERA Tips and Workarounds

Q1: I left the ERA system by closing a window and not logging out. When I attempted to log back in I received the error message "Concurrent login is not allowed." Why did I get the message and what do I do now?
[Ans] You did not terminate your ERA session by clicking on "log out." Closing a window does not terminate an ERA session. ERA allows only one ERA user session at a time. You received the error message because you attempted to start a second ERA session. You should either wait 15 minutes, after which time your original session will be terminated from lack of use, or contact ERAHelp@nara.gov or 1-877-372-9594 and have your original session terminated.

Q2: When bulk submitting Transfer Requests, why did my Agency Approving Official signature not appear in the Signatory Information tab?
[Ans] This is a known defect. In some cases, an Agency Approving Official (AAO) bulk submitting Transfer Requests for approval results in the Signatory Information tab not being populated with the AAO's signature. Although the signature field is blank, the Contact Information tab still indicates the identity of the AAO that submitted the Transfer Request. Additionally, non-visible information identifying the submitter is embedded in the Business Object information within ERA. A long term solution is being explored and requires some testing. You will be informed when a resolution is implemented

Q3: Are there size limitations when attaching files to ERA business objects?
[Ans] A size limitation has been discovered with regards to attachment uploads into ERA. If an attachment is greater than 95Mb, the ERA portal will appear to hang and never actually upload the file. As an interim workaround, all attachments greater than 95Mb should be split into smaller files to accommodate the limitation. A follow-up notification will be sent once a fix has been implemented for this issue.

Q4: I received a SAX Parser Error when using the packaging tool. What do I do now?
[Ans] In both the stand-alone and online versions of the ERA Packaging Tool, the tool will freeze and display a SAX Parser error when creating a shipment where the first entry under Shipment Content is a folder and the first file within that folder is larger than the selected split size (650MB, 1GB or 4GB). The error occurs when the packaging tool adds the shipment folder to the manifest XML and then determines that the file within that folder exceeds the split size, at which point the utility will attempt to build a container using a manifest with no file entries. An example of the error can be seen below in Screenshot 1.

Screenshot 1
 
Screenshot 1: A detailed view showing a LARGE-FILE.RAR, a 64Gb file causing this error.

Interim Workaround:

To bypass this issue until a fix has been implemented:

  • STEP ONE: Create a Folder with a name that is alphanumerically of less value than all other folders in the data being packaged.

  • If the data is made up of folders named, for example, "3-257-723", a new folder named "0-000-000" would appear above the rest of the entries to be packaged. The same applies to legacy data shipments. If the data is legacy data and has folders named, for example, "XMIS_237593", a new folder named XMIS_000000 would appear above the rest of the entries to be packaged.

  • STEP TWO: Create a new text document inside the new folder named "example.txt"

  • STEP THREE: Add the new folder to the Shipment Content inside the Packaging Tool so that it appears before the rest of the data that will be packaged. An example of this step can be seen below in Screenshot 2.
Screenshot 2 
 
Screenshot 2: ERA Packaging Tool shipment with the new folder/file added to the package contents.
  • STEP FOUR: Create your shipment by invoking the packaging tool.

  • STEP FIVE: Once the ERA Packaging tool completes, remove the first .era file that was created (should be around 3Kb) as it contains only the new folder and new text file (example.txt). See Screenshot 3 for more details.

Screenshot 3   

Screenshot 3: 3Kb shipment file to be deleted ending in _0.era. Notice the large _1.era file containing the 64Gb intended shipment mentioned previously. This small file being removed contains only the "null" data from steps 1-3.

  • STEP SIX: Upload the remaining .era files and submit them for ingest processing as normal.

Updated: February 20, 2013

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