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NARA Client Requirement Updates

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					   National Archives and Records Administration
                      (NARA)
            Archival Research Catalog (ARC) Client
                    Updated Requirements


                 Corresponding to Client SRS Version 1.3

                                September 25, 2002




Prepared by




Universal Hi-Tech Development, Inc.
1383 Piccard Drive
Rockville, MD 20850




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                    NARA Client – Deferred Requirements
The following chart lists deferred requirements from arc_functional_req_scrub3.doc,
ARC technical requirements scrub 4.doc, and other documents. This chart also lists
deferred requirements from TestDirector.

Req. Number       Requirement
                  Record Group Numbers and Collection Identifiers eventually need to
                  be inherited in such a way so that when users filter on them all the
                  descriptions within those RGs and Collections are retrieved.
2.2.2.1d          “ARC must sort and search on those incomplete dates in conjunction
                  with complete dates.” SRS Requirements 4.1.1.6.2-5, -6, -7, and -8.
                  See also 3.5.4.27 below.
2.4.2.5           “ARC enables the System Administrator(s) to set password
                  restrictions (length, frequency of repeats, etc.).”
2.4.3.4           “ARC requires the user to change the default password upon his/her
                  first login.”
2.9.1.9           “ARC enables input and display of all UNICODE characters.”
3.1.12            “ARC enables the user to display and navigate the hierarchy of a
                  record while in the Reference, Description, and Authority Control
                  modules.” Deferred for Authority Control. Implemented requirement
                  4.2.1.8.2-3 for Archival Descriptions hierarchy tree and 4.5.1.6.2-8 for
                  Subject thesaurus terms hierarchy.
3.1.37            “ARC saves deleted or overwritten records in an archive area of the
                  database.” Former and Trashcan domains were deferred.
3.1.38            “ARC allows for the recovery of archived records by authorized
                  users.”
3.1.39            “ARC allows authorized users to purge the archive area of the
                  database.”
3.2.1f            From the Description Module: “ARC must support the creation and
                  modification of the following record types: Agency History – this is
                  both a non-standard authority record and a descriptive record (unique
                  requirements defined in Section 3.4.2)” Deferred defect #1733 –
                  „Can't create new Organization from Archival Description domain.‟
                  SRS Requirement 4.3.2.1.2-3: The system shall allow the user to
                  create a new Organization during creation of an Archival
                  Description. [3.2.1f|3.4.1.20b]




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3.2.6             “ARC enables an authorized user to move an existing record from one
                  level of the hierarchy to another, while maintaining logical
                  hierarchical relationships (e.g., an Item level record might be edited to
                  become a File Unit record within the same hierarchy).” Deferred
                  defect #1636 – „Sys Admin Needs to be able to edit Description Type
                  attribute.‟ SRS Requirement 4.2.4.2-32: The system shall allow the
                  user to move an existing record from one level of the hierarchy to
                  another while maintaining logical hierarchical relationships (e.g., an
                  Item level record might be edited to become a File Unit record within
                  the same hierarchy). [3.2.6]
3.2.13            “The system must enable authorized users to create links between
                  Archival Descriptions in the database that are not related through a
                  hierarchical relationship.”
3.3.15a           “When entering data into a field or sub-field controlled by a Pick List
                  File (See Section 3.4 for definition) the user should be able to: input
                  only the first character of a term, until ARC can recognize the term
                  from the list required and auto-populate the remainder of the term.”
3.4.1.3           “ARC shall be capable of supporting multiple authority files for single
                  fields or sub-fields.”
3.4.1.20          “New authority records created by NARA staff, during the course of
                  creating bibliographic descriptive records or Agency History records
                  will be saved to the database in two formats:...” Ability to create new
                  Organization while creating an Archival Description deferred per
                  defect #1733. See also 3.2.1f above.
3.4.1.25          “ARC must support the creation and maintenance of pre-coordinated
                  authority headings with multiple sub-divisions and/or sub-fields in
                  authority records.”
3.4.1.26          “ARC must support the creation and maintenance of pre-coordinated
                  authority headings in which all sub-divisions and/or sub-fields are
                  derived from a controlled list.”
3.4.1.27          “When a new authority heading is created through the pre-
                  coordination of existing, authority controlled headings, ARC will
                  auto-generate a provisional authority record for the new heading.”
3.4.2.9           From the Non-Standard Authority Requirements (Agency History
                  Record Type) Module [aka Organizations]: “An intermediate browse
                  display screen will also display an entry item at the bottom of the list
                  where all bibliographic descriptive records linked to all the valid main
                  headings can be retrieved.”
3.5.1.4           “ARC supports non-case-sensitive searching by default.” Deferred
                  defect #1440 – non-case-sensitive searching deferred for filters.
3.5.1.18          “ARC enables the user to clear the search strategy from the screen.”
3.5.1.19          “ARC enables authorized users to search null data in a field or sub-
                  field.” Deferred defect 1776.


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3.5.2.13a         “ARC shall support the following navigation within an alpha-numeric
                  browse results set:
                  a. the user should be able to input only the first few characters of a
                  term and the browse display will bbegin to show matching characters
                  within the alpha-numeric list”
3.5.3.5           “Special indexes results sets should display all occurrences of the
                  term(s) searched, whether as a main heading, or as any subdivision(s)
                  of a pre-coordinated heading.” Defer section of requirement related to
                  subdivision(s) of a pre-coordinated heading.
3.5.4.13          “Keyword search result sets should highlight the search term(s) when
                  displaying the results.” – Should apply to all search types when
                  implemented. Deferred defect #273.
3.5.4.27          “ARC interprets non-specific dates in a search statement as
                  follows:...” Includes a through d:
                  a. “If no specific value is entered for the "day of the month" value of a
                  begin date, ARC interprets it as the first day of that month for
                  purposes of searching.” SRS Requirement 4.1.1.6.2-5: If no specific
                  value was entered for the day of the month value for a begin date or a
                  date that is not part of a date range, the system shall interpret it as the
                  first day of the month for purposes of searching. [2.2.2.1d|3.5.4.27a]
                  b. “If no specific value is entered for the "day of the month" value of
                  an end date, ARC interprets it as the last day of that month.” SRS
                  Requirement 4.1.1.6.2-6: If no specific value was entered for the day
                  of the month value for an end date, the system shall interpret it as the
                  last day of the month for purposes of searching. [2.2.2.1d|3.5.4.27b]
                  c. “If no specific value is entered for the "month" value of a begin
                  date, ARC interprets it as"January" for purposes of searching.” SRS
                  Requirement 4.1.1.6.2-7: If no specific value was entered for the
                  month value for a begin date or a date that is not part of a date range,
                  the system shall interpret it as January for purposes of searching.
                  [2.2.2.1d|3.5.4.27c]
                  d. “If no specific value is entered for the "month" value of an end date,
                  ARC interprets it as December.” SRS Requirement 4.1.1.6.2-8: If no
                  specific value was entered for the month value for an end date, the
                  system shall interpret it as December for purposes of searching.
                  [2.2.2.1d|3.5.4.27d]
3.5.4.28          “ARC provides the user with the capability to terminate search at any
                  point.”
3.5.5.2           “Advanced Search Techniques: Relevancy ranking of records
                  retrieved.”




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3.5.5.6           “Phrase searching – ARC finds an exact match on a phrase,
                  regardless of stop words, diacritics, punctuation.” Exact phrase
                  searching on stop words has been deferred. As implemented, the
                  system ignores the diacritic mark and treats the character as a regular
                  letter (SRS Requirement 4.1.1.5.2-1), ignores a punctuation mark
                  (SRS Requirement 4.1.1.5.2-12), and ignores a stop word (SRS
                  Requirement 4.1.1.5.2-13).
3.5.7.2c          “ARC enables users to choose from a list of System Administrator(s)-
                  defined sort options for display. Available sort options shall include:
                  For date fields, sort on the component fields (i.e., year, month, day, or
                  flag).” SRS Requirement 4.1.1.4.2-8: For date fields, the system shall
                  provide a sorting option on the individual components that were
                  entered (year, month, day). [3.5.7.2c]
3.5.7.2e          “ARC enables users to choose from a list of System Administrator(s)-
                  defined sort options for display. Available sort options shall include:
                  Chronological order by date including date qualifiers (as defined in
                  the Data Dictionary).”
3.5.7.2g          “ARC enables users to choose from a list of System Administrator(s)-
                  defined sort options for display. Available sort options shall include:
                  Reverse chronological order by date including date qualifiers (as
                  defined in the Data Dictionary).”
3.5.7.2l          “ARC enables users to choose from a list of System Administrator(s)-
                  defined sort options for display. Available sort options shall include:
                  On rational data types.”
3.6.1.10          “User-defined reports can be generated through a "drag-and-drop" of
                  required fields or sub-field into a standard report layout.” SRS
                  Requirement 4.10.4.2-2: The system shall provide a mechanism for the
                  user-defined reports to be generated through a ‘drag-and-drop’ of
                  required fields into a standard report layout. [3.6.1.10]
3.6.4.13          “ARC enables the user to output reports in SGML/EAD (Encoded
                  Archival Description) format.”
CED-2.3           The system shall provide a domain for All Archival Descriptions that
                  contains all Archival Description records, irrespective of their edit
                  status. <Deferred because Trash and Former domains were not
                  implemented.>
CED-2.3           The All Archival Descriptions domain shall be accessible only to
                  authorized users. <Deferred because Trash and Former domains were
                  not implemented.>
CED-2.3           The system shall provide a domain for All Organizations that contains
                  all records, irrespective of their edit-status. <Deferred because Trash
                  and Former domains were not implemented.>




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CED-2.3           The All Organizations domain shall be accessible only to authorized
                  users. <Deferred because Trash and Former domains were not
                  implemented.>
CED-4.2.3         “Additionally, the system records the primary key of the newly copied
                  record in an appropriate field of the original record and vice versa.”
                  SRS Requirement 4.1.2.3.2-7: The system shall create a cross-
                  reference link between the newly copied record and the original
                  record (‘supercedes’ and ‘superceded by’) . [CED-4.2.3] Deferred for
                  Organizations.
CED-6.4           The system shall allow an authorized user to flag an unauthorized
                  record as being ready for review.
FLTR              “Inclusive Start and End dates should search the inherited dates as
                  well.” Search of inherited data removed from all filter options,
                  including Organization Name and Person Name. SRS Requirement
                  4.2.1.2.2-4: For a filter on an inherited field, the system shall retrieve
                  the Archival Description that contains the user-specified value plus all
                  child records that inherited that value. [TD-780|TD-783];
NSR               “Add more authorisation status codes (see AMS and Organisation
                  cataloguing activity to be supported under Group 4 below) – ...[with]
                  the possibility of putting this and the associated rules under system
                  administrator control.”
T1.2              SRS Requirement 4.2.1.3.2-6: The system shall allow the Archival
                  Descriptions to be sorted on inherited fields. [T1.2]
T1.2              “The trashcan will be implemented as a domain on the titles table that
                  have the necessary „Trashcan‟ status. Hence, the domain will be
                  searchable and records can be deleted from it in the usual manner.”
                  Former and Trashcan domains were deferred.
T1.2              “So, the user will be able to select any entry in the tree which will
                  open a new search window. This search will be automatically
                  configured to search only for entries beneath the selected entry, and
                  the user can also specify further search criteria and filters if required.
                  The hit list produced by this search will then become the new source
                  for the tree display (because the tree display always reflects the hit list
                  of the current search).”
TCM               To display the hierarchy tree: “The results are displayed in the hit list
                  in the left-hand pane, and can be sorted as the user wishes.”
                  Requirement to allow user to sort has been deferred.
TDEM              Step 9 – “The children of "Collection ABC" are displayed in the new
                  search window. Note that this search can be filtered before any results
                  are displayed to produce a manageable size of hitlist.” Requirement to
                  allow filtering before results are displayed has been deferred.




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TD-67             “Would like the scroll bar to appear automatically for Note fields” –
                  Scope and Content Notes, Administrative History Notes, Biographical
                  Notes.
TD-168            “Zoom in drops words/characters in Normal Print Preview”
TD-273            “Keyword search result sets do not highlight.” See 3.5.4.13 above.
TD-366            Keep the search screen open after you receive an error message when
                  selecting a term from a Choose search.
TD-376            “Allow sequencing of Objects”
TD-377            “Schema change: longer Authors field lengths”
                  “The fields that need to increase are authors.numerals, authors.tdate
                  need to increase from VARCHAR2(20) and VARCHAR2(40),
                  respectively to VARCHAR2(700).
                  The following fields may need to be extended, but should be
                  discussed:
                  authors.date_of_work: VARCHAR2(40) to VARCHAR2(240)
                  authors.lang_of_work: VARCHAR2(40) to VARCHAR2(240)
                  authors.title_of_work: VARCHAR2(240) to VARCHAR2(700)”
TD-394            “Allow MO listbox to be sequenced”
TD-442            “Preferred subject headings should not have "Use" values ... This
                  should not be allowed for any of the Subject Types”
TD-443            “Non-preferred subject headings should not have "Use For" values ...
                  This should not be allowed for any of the Subject Types”
TD-722            “Filters Archival Descrip: Death Date Filter not working as expected”
                  – Separating the dates into separate date field elements for the filter
                  requirments is a possible future enhancement to solve this problem.
TD-739            “Filters: Date filters display is confusing ... the filter box gives no
                  indication of the type of date filter because the label is incomplete. For
                  example, if you choose the Inclusive start date filter , it reads only as
                  the start date.”
TD-758            “Filters: Display change requested ... We would like to know if it is
                  possible for the Filter display box to show how filters are 'joined'
                  together ... Along a similar vein, is it possible to show the connection
                  between values within a filter selection”
TD-792            “Schema Change: Organization domain ... NARA would like there to
                  be a Date Entered and Entered by as well as Date Last Change and
                  Date Last Changed by added to the Organization entity.”
TD-1061           Should not be able to delete authority terms with linked archival
                  description records.
TD-1082           “Organization Authority: Variant Name Search displays the wrong
                  layout ... I should have been linked straight to the Organization Name
                  record - not the Organization record."



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TD-1085           “Organization Authority: Full Keyword Search - displaying wrong
                  layout” – Similar to TD-1082.
TD-1093           “% not working on Full Keyword in the authorized archival
                  description ... search with just a % in the Full Keyword Search (A2 in
                  the searches61.doc) it retrieves 0 hits”. – According to Chuck Dill,
                  this search will not work with just a single wildcard because Oracle
                  finds too many hits in too many combinations.
TD-1108           “Archiv.Description/Auth:Title/Creator Keyword "NOT" not
                  working.” When user entered "%" in the Title keyword box and
                  "Harmon Foundation" in Creator Keywords box using Boolean
                  "NOT", got the message: "No items match your search". –
                  According to Chuck Dill, this is because of the % used by itself on a
                  keyword search. Related to defect #1258 and #1261.
TD-1115           “ArchDescr/Auth:RG Number/Full Keyword search "Not" not
                  working” – Related to defects 1093 and 1117.
TD-1117           “% not working on Advanced Full keyword in the
                  Arch.Descr/Authorized” – Related to defect1093.
TD-1249           “Organization Layout: Supercedes / Superceded by – [should] show
                  permanent ID”
TD-1258           “Unable search for % in Identifier Keyword Arch.Descript/Auth” –
                  Related to defect 1261.
TD-1261           “Arch/Descr/Auth:Unable search % on Title keywords box” – Related
                  to defect 1258.
TD-1336           “Geographic Reference: Source Note problem ... there seem to be
                  extra sources listed in the Source Note listbox on the Notes sheet of
                  the Geographic Reference layout.” – According to Peter Cheng “we
                  still have the TGN data without the contributor and name details
                  linked together.”
TD-1345           “Subjects: ... This defect is to request an enhancement to enable the
                  Thesaurus display in full in the same way as Shot List or Container
                  List.”
TD-1378           “Bob List: Add Creator Line ... put Creators on their own line and put
                  the series associated with that creator under them.”
TD-1381           “People/AACR2 Orgs Domain - hits not in alphanumeric order” –
                  According to Peter Cheng: „Carter, Roy, oboist‟ comes after „Carter,
                  Roy V.‟ because the comma following Roy in „Carter, Roy, oboist‟
                  orders after the space following Roy in „Carter, Roy V.‟
TD-1386           “Geographic Reference: Can't create a new Contributor record”
TD-1408           “Hit List and the forward / backward arrows ... the terms displayed in
                  the hit list doesn't advance passed the last term”




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TD-1414           Selection Manager: Can't distinguish between Auth and Under Edit ...
                  When more than one Organization Domain is open, cannot tell by
                  screen or tabs which domain the search screen came from” – Also an
                  issue for Archival Description domains.
TD-1418           “Geo Reference: Brief Citation SQL error ... Madeline reports that
                  _occasionally_ she gets a SQL error when she tries to add a citation in
                  the Brief Citation attribute on the Geographic Name Citation sheet in
                  modify mode.”
TD-1440           “Filters should not be case-sensitive”. See 3.5.1.4 above.
TD-1457           “Sorting: New sort choices not working exactly as expected” – There
                  is no default sort order after the sort option(s) that have been selected.
TD-1459           “Reference Unit Combo Box - expand to show 15 values”
TD-1466           “People/AACR2 Orgs: Role Sort needed”
TD-1493           “Archival Description: Numbers in filters aren't in alphanumeric
                  order”
TD-1505           “Finding Aid Type and Holdings Measurement Type hit lists case
                  sensitive ... They should be case insensitive.”
TD-1595           “Sort Dialog box does not indicate which date is being sorted”
TD-1633           New requirements covering how NARA would like
                  records to be deduplicated (listed in attachment <BUG_1633_dedupe
                  summary - FDI comments.doc> were deferred.
TD-1636           “Sys Admin Needs to be able to edit Description Type attribute.” See
                  3.2.6 above.
TD-1640           “Organization Names in Under Edit do not retain links to arch
                  descrip.” SRS Requirement 4.3.2.3.2-5: The system shall maintain all
                  of the links to Archival Descriptions for the Organization that is
                  selected for ‘Copy Edit’. [TD-1640]
TD-1670           “Folder:Unable to save selected records” – This is a problem with the
                  system-supplied folders, such as the Archival Descriptions –
                  Authorized folder.
TD-1706           “2 separate error message actions for missing inclusive dates ... We
                  want it to be a single error message for all save features.“
TD-1710           “Hierarchy Report (Boblist) not configured in Under Edit”
TD-1723           “Supercedes/Superceded by not filled in in the Organization domains”
TD-1729           “New record options available, but should not be” - On New Record
                  from the Modify Menu, the dialog box should only list domains in
                  which that user is able to create records.
TD-1733           “Can't create new Organization from Archival Description domain” –
                  See 3.2.1f and 3.4.1.20 above.
TD-1735           “No error message with [adding a] Personal Contributor (NS)”



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TD-1748           “Can't add/delete record in Geo Cit reference domain”
TD-1755           “Not one of option not working on filters?” – According to Chuck
                  Dill: 'one of' and 'Not one of' ignore null values.
TD-1759           “Wrong date format for the "Use Time Format" checkbox ... We do
                  not feel a need to use the Time Format. Please remove it from all date
                  filters.”
TD-1762           “Carry over filters when changing search type within a domain”
TD-1764           “New Organization Hit List”
TD-1768           “Unable to save in ARC-supplied folders” – Related to defect 1670.
TD-1771           “Organization Name and Organization filter infinity problem ... when
                  you open the Organization Name and Organization filter, they keep
                  repeating over and over again.”
TD-1773           “PeopleAACR2Org:Unable to create close copy while record in
                  modify mode.” SRS Requirement 4.1.2.2.2-3: The system shall allow
                  a ‘Close Copy’ to be created if the record is currently being modified
                  by another user for all domains except the People/AACR2 Orgs
                  domain. [CED-4.4.1|TD-1666|TD-1773]
TD-1776           SRS Requirement 4.1.1.3.2-14: The system shall allow the user to
                  search for a null value in any field. See 3.5.1.19 above.
TD-1778           SRS Requirement 4.1.4.2-16b: The system shall allow the user to
                  control the order of the items for a pick list for a Reference Data file
                  listed in Table 4.1.4.2-2: Reference Data – Customized Pick Lists.
                  [RDD]
TD-1782           “Update Data Load Scripts so that Biographical Note, Scope and
                  Content Note, and Administrative History Note are not loaded into the
                  abstract field, but into the new field format.”
TD-1783           “Single-field validation needs to occur when the link [from a choose
                  search] is attempted”
TD-1808           “Users: Filters don't have the values... Department, District and User
                  Type filters don't have the values.”
TD-1843           “Can not seem to export reports in extended ASCII format as per
                  req's.” SRS Requirement 4.10.4.2-12: Each report shall have the
                  capability of being saved to a file in extended ASCII file format.
                  [3.6.4.9]
TD-1848           “Viewing an AACR2 Person Name record, Modify in Context option
                  unavailable... I can create a new record in context, but once I double
                  click such a record, the New Record in context option is not
                  available.”
TD-1876           “Don't allow hard returns in numeric fields”
TD-1892           “Need to manage orphan data”



ca483874-e317-46d0-9e07-0d3c343b51c5.doc                                         Page 10 of 13
TD-1925           “The Subjects domain does not have a "Number of" field on the
                  Organization Sheets or on the Archival Descriptions Sheets. We
                  would like to have a "Number of" field added for each of the Subject
                  domains.”




ca483874-e317-46d0-9e07-0d3c343b51c5.doc                                     Page 11 of 13
                     NARA Client – Obsolete Requirements
The following chart lists obsolete requirements from the arc_functional_req_scrub3.doc
and ARC technical requirements scrub 4.doc documents.

Req. Number       Requirement
2.2.9b            “ARC supports the ability to customize overlay algorithms when
                  importing records, on the following record match points: sub-fields.”
2.2.20h           “The global system operations will include: move occurrence of a data
                  value.” According to NARA, this requirement is met by 2.1.13.
3.2.10            “For all fields and sub-fields under authority control (see Section 3.4),
                  ARC enables the user to insert or edit a data value and have the
                  system prompt the user with the option of propagating that value in
                  corresponding fields or sub-fields in the records above and below in
                  the hierarchy (i.e., a data value in a control field at the Fundamental
                  record automatically cascades to the appropriate field in all File Unit
                  and Item level records).” According to NARA, prompt not required.
                  Automatic propagating has been implemented as defined in 3.2.9.
3.4.1.59          “When maintenance updates are performed, authorized users can
(a, b, and c)     profile global changes in an individual sub-field of:…”
                  Current system does not use sub-fields.
3.4.1.60          “When maintenance updates are performed, authorized users can
(a, b, and c)     profile global changes in multiple sub-fields of:…”
                  Current system does not use sub-fields.




ca483874-e317-46d0-9e07-0d3c343b51c5.doc                                        Page 12 of 13
    Following is a cross-reference chart from the reference designation back to the corresponding source
document. This table contains all of the reference designations used in the SRS. Not all of these documents
have deferred or obsolete requirements at this time.


          Reference       Source Document
          2.1 to 2.10     ARC technical requirements scrub 4.doc
          3.1 to 3.6      arc_functional_req_scrub3.doc
                          NARA req scrub 3 comments.doc
          ANSI            American National Standard Institute (ANSI)
                          standard Z39.19-1993
          CED             NARA copy editing detail design v2.3.doc
          CRD             CrystalDesign1_05.doc
          CSC             ARC C-S Configuration.doc
          DDSN            docdesign3.doc
          DLD             NARA data import detail design v1.9.doc
          DRSP            docresponse13a.doc
          FLTR            FiltersPR.doc
                          FiltersPR2addendum0.doc
          KSS             Keyword Searching Specifications
          LMP             LCNAF MARC handling.doc
                          LCNAF-MARCproposal05092001.doc
          MARC            MARC Export Issues2.doc
                          MARC Export questions09122001.doc
          NSR             NARA Special requirements.doc
          PLO             printlayouts.doc
          RDD             Reference Data Display Requirements.doc
          SLD             NARA PD5 session logging detailed design v1.3.doc
          SPD             NARA search presentation detail design v1.2.doc
          SRCH            searches61.doc
          SSD             NARA Saved searches detailed design v1.1.doc
          T1.2            T1.2 Administrative Forms.doc
          T1.3            T1.3 Business Processes. doc
          TCM             TreeControlMockup.doc
          TD-##           TestDirector Defects
          TDEM            TreeDemonstration.doc
          TH1.3           tree_hierarchy1_3.doc




ca483874-e317-46d0-9e07-0d3c343b51c5.doc                                                      Page 13 of 13

				
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