CRMS Level 1 training guide
Contents
1. file is called a volume Quick Reference Adding Volumes STEP ACTION 1 From the Main Menu select Record Maintenance 2 At the prompt to have the records ordered select Yes if you want the records to display sorted in numeric order or select No to display in random order Locate the record to which you wish to add a volume Using Search Select Volume Select the next available line Enter the Opened Date in the format YYYY MM DD Select Save CREATING AN ENCLOSURE Sometimes information is contained in a media such as videotapes or CDs or bound books They most often do not fit within a file volume or need to be stored separately In this case we create enclosures Quick Reference Adding Enclosures STEP ACTION 1 From the Main Menu select Record Maintenance 2 At the prompt to have the records ordered select Yes if you want the records to display sorted in numeric order or select No to display in random order Locate the record requiring an enclosure Using Search Select Volume Select Enclosure Select New Enter the Media Type Number from the selection list Enter the Enclosure Location Enter the Enclosure Description Select Save 3 4 5 6 7 8 9 10 CRMS Level 4 February 10 2010 Quick Reference Viewing Enclosures STEP ACTION 1 From the Main Menu select Record Maintenance 2 At the prompt to have the records ordered select Yes if you want the records to display sorte2. LOG ON AND NAVIGATION The logon procedure and navigation tools allow you to access the system using your personal UserlD and password and navigate through its screens using the TAB key or the mouse Quick Reference Log On and Navigation LoG ON To access CRMS go to the Start Menu and select Ministry Connections there you will see the CRMS 8 0 1 NEW icon when you select it you will be taken to the CRMS website intranet choose Production from the CRMS 8 0 1 sites at the top of the page If you are prompted for your ID and password before reaching the CRMS sign on screen you will need to enter your username as IDIR username and use your IDIR password to access this website CRMS Sign On FIELD DEFINITION EXAMPLE liseli Usually first initial and Last name Initially same as UserID but can be changed The database in which Environment you work Will be CRMS_PROD autoselected Kcampbell Password superman SYMBOL USE EXAMPLE Allows you to select from a drop down list Allow you to enter data in this field or select from a list gt gt Double Arrows Opens the editor function Description Field 2 Degree Symbol Indicates a mandatory field Primary field Allows you to move to the lt or gt beginning lt or end gt ofa File List Screen list OPR Code NY Drop Down Button List of Values Button Primary numbers NAVIGATION Use the TAB key or the mouse to move through the CRMS scr
3. ave a smart label printer select the appropriate one If you are using a laser printer select the starting position on the label sheet Select View After previewing the labels select Print from the preview screen For more information about Printing Labels consult the User Manual located on the CRMS website intranet CRMS Level 6 February 10 2010 PRINTING REPORTS File lists are the most commonly printed report To print a file list you must first determine which files you would like to include on your list Then you will perform a search for these records Once you have the list of records you wish to print you can print either a standard numeric file list a condensed numeric file list a standard alpha file list or a condensed alpha file list STEP Quick Reference Printing File Lists ACTION From the Main Menu select Record Maintenance At the prompt to have the records ordered select Yes if you want the records to display sorted in numeric order or select No to display in random order Select List Files to go directly to the list of all records or select Find to set search criteria Select type of sort you want Alpha or Numeric Select the records you wish to include on your list or if you want them all click on the Select All button Click on Print Select Standard Condensed or Descriptive Select Print from the preview screen CRMS Level a f February 10 2010 SEARCHING Searching is a powe
4. d in numeric order or select No to display in random order Locate the record that has the enclosure Using Search Select Volume Select the Volume with the enclosure Select Enclosure Select Next to view the first enclosure For more information about Volumes and Enclosures consult the User Manual located on the CRMS website CRMS Level 5 February 10 2010 PRINTING LABELS CRMS can automatically generate folder labels for all volumes and enclosures that you have entered You can either print the label for an individual record or you can print labels for a group of records at once If you wish to print labels for a group of records you must determine what these records have in common so that you can enter that information as the criteria in a search Quick Reference Printing Labels STEP ACTION 1 From the Main Menu select Record Maintenance 2 At the prompt to have the records ordered select Yes if you want the records to display sorted in numeric order or select No to display in random order Select Find Enter your search criteria to locate the correct record s Select Count Select Retrieve From the resulting file list you can selectively choose one many or all of the records listed Once the appropriate records have been selected click on Label Select the number of copies you wish for each label default is 1 If you don t want the dates printed on your labels deselect the Include Dates box If you h
5. eens CRMS Level 1 February 10 2010 CREATING A RECORD There are 7 mandatory fields that must be filled in for each record Confidentiality Code e Assigned Access the new record will only be able to be viewed by individuals within the organizational unit who have assigned access privileges e Unit Only IS THE DEFAULT the new record will be available only to the selected organizational unit e All Units the new record will be available to all organizational units Schedule Number Primary Number Secondary Number OPR Code e Indicates whether or not you are the Office of Primary Responsibility File Location e Only required if different from the default for the Org Unit Opened Date e Entered in the form yyyy mm dd Quick Reference Creating a Record STEP ACTION From the main menu select Record Maintenance At the prompt to have the records ordered select Yes if you want the records to display sorted in numeric order or select No to display in random order Select New Select Confidentiality Code Enter or Select the Schedule number Enter Primary number Enter Secondary number Enter Series Code and Series Sub Code if needed Select OPR or NOPR Enter Location if other than default Enter the Opened Date or TAB to enter today s date Enter the Closed Date if applicable only necessary for SO files Select Save For more information about Creating Records consult the User Man
6. rful tool in CRMS Once you learn how to set up the searches you will find that working with a smaller set of records rather than the whole database increases the speed of your tasks and enables you to see only the records you want There are a number of special symbols you may need to perform your searches but the most important key to effective searching is determining what criteria are common to all the records you want and yet different from the rest of the records in the database Quick Reference Search Symbols SYMBOL EXAMPLE VALUE FOR PRIMARY FIELD 100 all ending with 100 eg 100 7100 13100 etc Wildcard 100 all beginning with 100 eg 100 1000 1006 etc 100 all with 100 in them eg 8100 81003 etc Records greater than gt Greater Than gt 100 101 to end Records less than lt lessThan 6450 6449 to 100 Records in between Range 100 199 100 to 199 Blank Exact match 100 100 Quick Reference Searching STEP ACTION 1 From the Record Maintenance Screen select Find 2 If you don t see the Fields you wish to search in Click on a list of values button and select the field Enter your search criteria as a single value a range of values or a partial value using the wildcard Click on the Find button CRMS Level 8 February 10 2010
7. ual located on the CRMS website CRMS Level 2 February 10 2010 CLASSIFYING RECORDS WITH THE MANUAL FUNCTION The Manual Function can be used to find the correct classification for your records Quick Reference Manual Classification STEP ACTION From the Records Maintenance Screen select New to create a new record Insert curser into Primary Number Field Select Manual Enter up to 3 separate keywords to define search criteria Select Find From the Classification list select the code you believe to be correct and click on Details to view more information about the classification Select Primary to display the description of this primary classification scope notes see also references and default retention schedule Select Secondary to display the list of secondaries associated with this primary classification Continue selecting primary or secondary details on each classification until you reach the selection you are seeking or clear the search criteria and set new criteria When you have decided on a classification from the list select the button to the left and your new record will be populated with schedule primary and secondary completed for you CRMS Level 3 February 10 2010 CREATING A VOLUME As you continue to add material to a file it may eventually become too thick to manage and you may need to fill another or several file folders In CRMS each of the individual folders that make up the complete
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