Passport Production - Admin
From a Calf Registration
There is no admin intervention in the production of passports for calf registrations recorded on ScotEID, either online or by phone.
On ScotEID, there are 3 automated steps that occur to prepare the data for the passport
- On the registration of the calf a birth record is created
- This creates a passport entry
- The passport entry is extracted in the next print file run.
Extraction of print files
The print file is made available to the printers at 5pm the day prior to print days. During late Summer, Autumn and Winter print files are extracted on Sundays and Wednesdays at 5pm for print and distribution Mondays and Thursdays respectively. During the busy Spring calving season, print files are extracted Sundays, Tuesdays, Wednesdays and Thursdays. Print days are then Mondays, Wednesdays, Thursdays and Fridays.
Print and Distribution - external to ScotEID
Using the passport data provided in the print files and the pdf overlays, the covering letters and passports are printed on the controlled base security paper .
Passports are printed and enveloped with the covering letter ready for sorting. The passport mail is pre-sorted and collected by our downstream access carrier Whistl and delivered to the Post Office the same day as it is printed. Passports are sent as bulk pre-sorted second class mail.
From an amendment request
The process is the same as a passport from a calf registration except for step 1. above. Amendments are processed through the Action Queue. On completion of the action, in this case an amendment, the passport data is created as in step 2. above and is then available for extract for the next print file.
From a replacement passport request
The process is the same as a passport from an amendment, ie the replacement is processed through the action queue and when completed the passport data is created as step 2. above and is then available for extract in the next print file.
No admin intervention is required for the passports from an amendment or a replacement after the action is processed in the Action Queue.
Querying the production of a passport
Whether the data for a passport is waiting to be extracted or has been printed can be established by searching the passport production table available in Simple Database Tables under ScotMoves+.
Search by the animal ID:
If the passport data is awaiting extract, the print column is set to true and the print confirmation date is empty.
If the passport has been printed, the print confirmation date shows the date of the print run at the printers. Allow time for posting when estimating arrival with keeper.
Search by the CPH:
For all passports produced for that CPH
For passports not yet printed
