Help for Image Retrieval System

Overview
The Image Retrieval System (IRS) allows authorized University employees to view supporting documentation for accounting and other related financial transactions imaged by Imaging and Documentation Services (IDS).

Document images are displayed in PDF format via the free Adobe Acrobat Reader. Within Acrobat the image can be enlarged, rotated, printed, and/or saved to a hard drive.

In order to access the IRS you must have a high assurance UT EID. The IRS also requires additional security for viewing specific types of images. The system is designed to give you informative messages regarding why a particular document may not be available for you to view.

In most instances, IDS is the department responsible for storing and retrieving "official" accounting documentation. Images viewed on this Web site are considered official documents.

What Images are Available?

Note: Effective April 2013, the Monthly Financial Report (MFR)is longer available in the Image Retrieval System. To obtain copies of previously imaged MFRs, contact oa.pdf@austin.utexase.edu. Account balance information is available on the Account Balance Information page.

Voucher Documentation

Certain accounting documents always require supporting documentation (example: payment vouchers). Supporting documentation for other types of documents may be optional (example: intra fund group transfers). If the document requires backup and IDS receives the documentation, it will be available on-line.

Before implementing the scanning process, voucher documentation was stored on microfilm. If the documentation you request is available on microfilm, you will get a message with an e-mail address to use for requesting a hard copy.

Viewing authorization is limited to document creators and approvers, and Financial Affairs staff. For details about viewing supporting documentation, please see the Voucher Documentation help.

PIF/PO8 Documentation

Certain vendors are required to submit Payee Information Forms (PIFs) or PO8 forms. Viewing authorization for these documents is limited to authorized Accounting and Financial Mangement and Payment Services staff.

Inactive Contract and Grants Files

File documentation for inactive Contract & Grant accounts (i.e., 26 accounts) is scanned by IDS and retrieved for viewing in the IRS. Viewing authorization is limited to Financial Affairs departments. For details about viewing inactive contract and grant account files, please see the inactive account file help.

Non-26 Account Files

Documentation for new or existing non-26 accounts is scanned by IDS and retrieved for viewing in the IRS. Viewing authorization is limited to Financial Affairs departments. For details about viewing account files, please see the non-26 account file help.

Inventory Tagging

Documentation for new or existing Inventory tagging documents is scanned by IDS and retrieved for viewing in the IRS. Viewing authorization is limited to Inventory personnel. For details about viewing Inventory tagging documents, please see the Inventory tagging documents help.

Resources
For questions on installing, configuring, and/or using Adobe Acrobat Reader, please contact your departmental computer support team.

For questions regarding viewing authorizations, please see the specific help for the type of image you want to view.

For all other questions, please contact the Imaging and Documentation Services PDF Team.

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Date last updated 06/07/2013