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Process to produce PDFs for online requests

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Process to produce PDFs for online requests

Postby Guy » Tue Nov 29, 2016 10:26 am

I have received a reply from the GRO about the process involved in producing PDFs for online requests for entries of BMDs from the GRO.
It is as follows -

The records held by the General Register Office are in different formats
The process for producing PDFs for the current pilot phase, for those
records which are digitised, is outlined below.

Process

* The order is entered onto the online ordering system by the customer,
and then imported into the Customer Record Management System (CRM)
* Work is electronically prioritised by CRM (whether certificate or PDF)
* Producer selects next order, from appropriate queue they are working
on.
* Producer selects database from which record is held (whether
electronic registration database on which births and deaths recorded
from 2007 onwards, civil partnerships 2005 onwards, and marriages 2011
onwards), or Eagle database (birth records digitised up to 1934 and
death records digitised up to 1957)
* Producer searches for record based on quoted reference provided
* Producer manipulates image so as to only provide that requested by the
customer (for Eagle there are multiple scanned images on a page, from
which the correct image has to be selected). PDF is then created.
* Producer creates email and attaches PDF
* Supervisor checks image, and customer email details before image is
sent to the customer.
* Customer order on CRM is then closed


If there are issues with the quality of the scanned image then;

* A copy of the image from the actual quarterly returns is retrieved and
scanned by Christchurch (where original quarterly returns are held)
and emailed in an attempt to produce a better image"

As can be seen the process involves manual input which could be digitally accomplished.
I would suggest that every step which begins Producer could easily be accomplished digitally through software. Though the database would have to be "bookmarked" or "tagged" to accomplish this. Such initial bookmaking or tagging could also be carried out by software.
In such a system the bookmarked image could then be combined with the relevant header details.

The Supervisor checks could be left in place for a period of time to ensure the system is running correctly then that too could be dispensed with leaving a fully automatic system.

Cheers
Guy
As we have gained from the past, we owe the future a debt, which we pay by sharing today.
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Re: Process to produce PDFs for online requests

Postby junkers » Tue Nov 29, 2016 11:27 am

This sounds very complicated to me. I think I'll just order the old way, even though it might cost more.
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Re: Process to produce PDFs for online requests

Postby AdrianB38 » Tue Nov 29, 2016 11:46 am

So the originals are at Christchurch, not Southport as I'd guess. Though presumably that's something of a deep archive. (Possibly not literally deep, unlike the salt mine at Winsford used by TNA etc)

Thanks Guy. Quite a precise process description.

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Re: Process to produce PDFs for online requests

Postby Dene Fisher » Wed Nov 30, 2016 7:30 am

Is the email PDF pilot scheme having any impact on the normal mail out scheme?
I've always received posted out certificates with the the same time frame of about a week but the dispatching of PDF's seems to be a bit hit & miss.
Not a criticism of the people carrying out the work by the way, I'm sure they are doing their best with a new system which is always a bit of a learning curve but at the moment I'm heading back towards the 'old' scheme as it seems a bit more predictable.
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Re: Process to produce PDFs for online requests

Postby Guy » Wed Nov 30, 2016 12:02 pm

Dene Fisher wrote:Is the email PDF pilot scheme having any impact on the normal mail out scheme?
I've always received posted out certificates with the the same time frame of about a week but the dispatching of PDF's seems to be a bit hit & miss.
Not a criticism of the people carrying out the work by the way, I'm sure they are doing their best with a new system which is always a bit of a learning curve but at the moment I'm heading back towards the 'old' scheme as it seems a bit more predictable.


I ordered PDFs on a few different days throughout the trail period.
The first ordered on the 9th were delivered on the 14th (est. delivery date 16th)
Next ordered on the 14th were delivered on the 25th (est. delivery date 22nd)
Next ordered on the 21th were delivered on the 29th (est. delivery date 28nd)
Last ordered on the 25th yet to be delivered (est. delivery date 2nd Dec.)

Not bad consideration this was a test period and the GRO.
I did ask on a forum about paper copies of certificates and apparently they had not been delayed during this test.
Cheers
Guy
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Re: Process to produce PDFs for online requests

Postby 2012girl » Wed Nov 30, 2016 3:15 pm

I also ordered a number PDF'S at various stages, one batch all ordered at the same time (13th Nov) arrived in dribs and drabs over 3 separate days (21st-23rd Nov)

I also ordered a couple of paper copies (not available as PDF's) on the 17th Nov and they arrived on the 22nd, so before the last of the PDF's despite being ordered 4 days later.

Personally I don't mind waiting a few more days for the PDF's, I would rather save the money, as long as the waiting time is reasonable.
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