Central Records System USER GUIDE
Contents
1. HORUS Membership Tools i Training i Parking Billboard ademen My Requests TIP If you cannot see the CRS link or click on it to enter the application it is likely that you don t have access to the System and you will need to complete an Access Request Form on the website in order to access the information stored in the system Central Records Systeme TONAL UMNERSIY USER GUIDE Navigating around the screens As with most web applications you navigate CRS via a menu tree located on the left hand side of the screen Once you highlight a function from this menu the main function screen will contain the action fields necessary to perform that function Understanding the icons There are many different actions that can be performed in CRS such as requesting a file transferring files to other people and searching for information For each of these actions you will see a variety of different icons The following guide will tell you what the different icons mean 4 Search SEARCH this icon when selected will begin the process of searching the system for the parameters entered E REQUEST this icon will appear next to a file and allows you to request the file to be issued to you PROFILE this icon will appear next to a file entry and allows you to open up the metadata profile of the FILE which displays the file details amp borrower history E 4 TRANSFER this icon wil2. Allows you to request if you change the no longer details of the want the file request such or it was as the borrower requested in location or error delivery method 5 Click on the EDIT button the standard REQUEST screen will appear and you will have the option to change e Borrower details if you wish to change who is to receive the file Date Required by Retrieval Priority Delivery Instructions Building Number if the location is now different due to an updated borrower 6 Edit the request to reflect your updates i e in the instance of a different borrower 7 Click on submit to complete the updates and send the changes to University Records 5 DELETING a request via MY REQUEST gt You may need to delete a request in the instance that you have requested the wrong file or part or that someone else has negotiated with you for the file therefore you will need to delete your request so that they can request it You can only DELETE a PENDING request 1 Select MY REQUEST from the menu tree on the left hand side of the screen Fle Management My Requests 2 The screen is divided into two sections your FULFILLED REQUESTS and your PENDING REQUESTS 3 If you have just placed the request it will be sitting at the top of the PENDING REQUESTS section 4 The file will be listed with its details FILE NUMBER TITLE as well as the intended borrower Underneath the ACTIONS column you will have the opti
3. School Scholarships Graduate Sobor Than Seed a name from She list gene rakad Raftes Peter Wilian Enterpris Systems Corporate infarmatan Servic Ual 10 Fannlly Sari Glyen hame Locatioun Deptfunit Schaal F anil Centri College Division a a 5 Fill in your LOCATION i e the division department you work for TIP Your location is usually the example underneath the field you can HIGHLIGHT it and drag it into the LOCATION field The field is left blank in the instance that you are on secondment to somewhere else 6 Fill in the remaining file details Part Number you can select a specific part or ALL parts DATE Required it will default to today s date you can change this if you wish for the file to be delivered at a date in the future i e a weeks time Retrieval Priority URGENT is usually within an hour routine is same day or depends on the internal mail Delivery I nstructions if you select INTERNAL mail it will be assumed your request is not URGENT Central Records Systeme TONAL ovens USER GUI DE Building Number this is so that we can ensure the file makes it to the correct 11 You will be able to monitor the progress of location this request through your MY REQUEST function 2 3 File Details File Number n a _ Reis bats ie cecal oaks 2 Requesting a file for SOMEONE ELSE O oo1 002 Occasionally you may have a need to request a file on behalf of someone else
4. either because they don t have access to their computer or they File Title Description FROGG KERMITT T Date Required 23 12 2009 Fed are senior to you CRS allows you to do so in Retrieval Priority Urgent Routine order to ensure accurate file location information Delivery Instructions Internal Mail Collect from University Records is maintained in the system and the right person has responsibility for the file Building Name TIP File details such as the TITLE amp NUMBER 1 You will need to search for the file in order to will be automatically defaulted amp cannot be request it refer to SEARCHING changed 2 Once the file is listed in the search results you 7 Once you have completed the file details can request it fields you will need to read the RESPONSIBILITY statement which details your responsibilities as the main file holder in relation to PRIVACY File Seen access amp File Maintenance Fila Wins Part Mo Litri Hick F Socket Ane File Tiie fOesecription FAGA KER 8 Place a tick in the box once you have read and aT understand your responsibilities active Filas old Files all ries Wh searen TIP You will not be able to request the file if you do not accept responsibility for it by placing a tick in the box el Part File Title Description Name DOD Action 4785124 baz FROGO KERMIT 1 ta m ISSI Ga HUMAN RESOURCES STA
5. Central Reco rds System THE AUSTRALIAN NATIONAL UNIVERSITY USER GUIDE Introduction Our organisation captures hardcopy information via the Central Records System CRS This system is used to create hardcopy files capture and respond to file requests assign user access to record types personnel files legal files etc track file locations with people at offsite storage in University Archives etc apply appropriate disposal authority and review dates to files and to search for University Information As a user you may have a need to use the system in order to locate files request files or transfer files to other people within the University Getting Started You will need to LOG in to CRS via ANUBIS using your UNI ID amp HORUS password LOGGING IN Login Login To help ensure the privacy of your Information be sure to logout and Exit Qurt Close your browser at the end of your session Once you have logged into ANUBUS you will see the following MENU tree the CRS application sits at the bottom of this list THE ASTRAL AAT OSL VNIVERSITY Carnie Raftery 14648299 F Logout Admin Personal Details fei HORUS Membership Tools Training ai Parking Billboard Click on the CRS link to display your options for Searching Requesting and Transferring files The following menu list will appear Carrie Raftery W4o4e299 a Logout Admin Personal Details
6. Check the HOME LOCATION Field Home Location 3 If the location is e N University Archives do not request the file contact University Archives to arrange a time to view the file 3 Click on the REQUEST button underneath the ACTIONS menu alongside the file you wish to REQUEST The following screen will appear File Request Please Note if transterring the tile Grectiy fo another staff member who is ermtiad to actress the file you must update the Central Records System with the movement details by complehng Taner 2 5 t file D p ords or Student Records when achon is completed Date Requested 22 12 2009 Requested By Rattery Carrie Gndget Borrower app isb p Please enter name ir nat sumama fi name fi thes T act ma from the list genera Uni De family Name Given Name e Location Dept Unit School Faculty Centre College Division Sq AAD RADAR Collage of Asis and a File Details File Number Pile Parts Select All Parte 01 vi a File Tithe Deseriptions FROGG KERMITTT Date Required 22 12 2009 Retrieval Priority egent Routine Delivery Instructions Interns Mo Collect from University Records Building Name 4 In the BORROWER field TYPE your SURNAME your full name amp details should appear in the list on the right hand side select your name from the list Borrower raft d ds Compa Pease enter a name m the format surname friars PALEN Dawid Jonathon Graduate
7. R FILE COMPENSAT TON FRIGG KERMIT 1 2 File Title Description FROGG KERMITT T Date Required 23 12 2009 El Retrieval Priority Urgent Routine REQUEST file Delivery Instructions Internal Mail Collect from University Records Building Name Chancelry Block 4 104 3 Click on the REQUEST button underneath the Sea the maintenance and management of this file and will not a E a to If this file is requested on behalf of a staff member who is authorised to access 1 acknowledgement from the borrower that he she is responsible for the mainten unauthorised people to view the file whilst it is in his her possession If the file is required by another staff member the borrower or I will only transfe access the file and we will update the CRS with the transfer details accordingly 1 ha uJ Submit Cancel l Mandatory Field 9 Click on SUBMIT to complete your request and send it to University Records 10 If your request was successful you will see the following message at the top of your screen File Request successfully created Central Reco rds System THE ad NATIONAL UNIVERSITY USER GUIDE File Request Please Note ite ng the tile dr o ar emer who is tiac acre ra ye r upg the movement details by complehng a transfer Otherwise rotum the file to University Records or Student Records when achor archaea d Date Requested 22 12 2009 Requested Ay Rattery Car
8. ROVA ALEXANDER ANTHONY 12 03 2009 A Sip 1234567P 002 SMITH JOHN 12 03 2009 A 4 m 200001568C 001 STRATEGIC MANAGEMENT COMMITTEES INVESTMENT ADVISORY COMMITTEE 05 03 2009 Q 4 MEETINGS nee 200000260 001 STRATEGIC MANAGEMENT MEETINGS FACULTY BOARD OF RSPAS MEETINGS 05 03 2009 OAM MMARY Number of Requests Fullilled 6 4 Under the ACTIONS menu if the file is not currently located with a person select the REQUEST BUTTON REQUEST file a 4 5 The Standard request form will appear and you can complete as you normally would if you re requesting the file for yourself or for someone else TIP When Requesting a file either via the SEARCH results view or the MY REQUEST function if there is an arrow button it means that the file is currently located with a PERSON and you will need to negotiate and arrange the transfer of the file directly to you from that person If you request the file you will get the following message NOTE File is currently ISSUED You may request this file for a future date
9. gress of the request Your Pending Requests File Numbe File Title De 47951236 FROGG KERMITT T e GREEN indicates pending e BLUE indicates completed fulfilled in system e RED indicates request cancelled 6 You can use this colour system to track when your request is either in the Internal Mail or ready for collection whichever you have indicated in the request 4 Editing a request via MY REQUEST It is understood that we all make mistakes therefore CRS has the ability for you to edit a request in the event that you have made a mistake i e with delivery instructions or that there have been developments that require the request to be updated someone else needs the file You can only edit a PENDING request 1 Select MY REQUEST from the menu tree on the left hand side of the screen l My Requests 2 The screen is divided into two sections your FULFILLED REQUESTS and your PENDING REQUESTS 3 If you have just placed the request it will be sitting at the top of the PENDING REQUESTS section Central Reco rds System THE AUSTRALIAN NATIONAL UNIVERSITY USER GUIDE 4 The file will be listed with its details FILE NUMBER TITLE as well as the intended borrower Underneath the ACTIONS column you will have the option to edit the REQUEST REQUEST PROFILE Allows you to see the request profile but you can t change it DELETE REQUEST EDIT Allows you to REQUEST delete the
10. l appear next to a file entry only when the file is currently issued to someone and will allow you to transfer the file into the custody of someone else S a EDIT this icon allows you to edit and update any requests that you have made B DELETE this icon allows you to delete a request in the event that you ve requested the wrong file or you no longer need it Central Reco rds System THE AUSTRALIAN NATIONAL UNIVERSITY USER GUIDE Requesting a file In order to have a file sent to you from the University s storage onsite or offsite you will need to place a request for the file online via CRS This allows University Records to track and report on all requests made 1 Requesting a file for YOURSELF The majority of files that you request via CRS will be for yourself in order to perform your basic work functions 1 You will need to search for the file in order to request it refer to SEARCHING 2 Once the file is listed in the search results you can request it Search REQUEST file File No Part No bh File Title Desocriptlon FROGG KERM Comments Fil Old Files Files BB Search Search results displayed KERMITT T Time Saver If you are able to request a file it is a good idea to check its location first some files are located in Archives amp you need to contact them directly checking file location will save you time ae Th 1 Click on the magnifying glass 4l 2
11. nie Godoe Borrower Please erter namha in the fort Uni ID family Name Given Name g Location Dept Unit School Faculty Centre College Division Sq AMAD RADAR Collage of Asis and Wa Daas eee File Number File Parts Salot All Parte File Tithe Decseriptians FROGG KERMITTT Dote Required 22 12 2009 Retrieval Priority rgant Romina Delivery Instrections Internal Mal Collect from University Records Building Name 4 In the BORROWER field TYPE the SURNAME of the person on behalf of whom you are requesting the file Their full name amp details should appear in the list on the right hand side select their name from the list 5 Complete the File details 6 Read and tick the Responsibility Clause 7 Click on Submit to complete the request and send to University Records for action 8 You will be able to monitor the progress of this request through your my REQUEST function 3 Monitoring a request via MY REQUEST 1 Select MY REQUEST from the menu tree on the left hand side of the screen d My Requests 2 The screen is divided into two sections your FULFILLED REQUESTS and your PENDING REQUESTS 3 If you have just placed the request it will be sitting at the top of the PENDING REQUESTS section 4 The file will be listed with the TITLE File Number the intended borrower and a colour coded part number 5 The colour of the PART number indicates the pro
12. on to DELETE the request 5 Click on the DELETE garbage bin button the Request Profile will appear with all the request details and at the bottom of this screen there will be the option to DELETE or go BACK if you have clicked on delete by accident gt Delete Back 6 When you are sure that you wish to delete the request Click on the DELETE Button 7 The following message will appear once the request has been successfully deleted File Request 1681 successfully deleted 6 Making a request via MY REQUEST Once you have made a request via CRS it is automatically moved into the MY REQUEST area of the system Once a request is FULFULLED it remains in the MY REQUEST area under the FULFILLED request section If you have a file sitting in your FULFILLED requests section you are able to re request it from the MY REQUEST area 1 Select MY REQUEST from the menu tree on the left hand side of the screen l My Requests Central Records System irrnssosems USER GUIDE 2 The screen is divided into two sections your FULFILLED REQUESTS and your PENDING request 3 In the FULFILLED REQUESTS section select the file you wish to request My Requests Your Fulfilled Requests tile Number Part File Tithe Dercription Date Lewved Acton 123456799 001 TEST ONE MR TEST ONE 20 05 2009 OO 200202059 O01 LEGAL SERVICES ADVICE LAM RESEARCH TRANSFER AND DISCLAIMER AGREEMENT 20 04 2009 OAM REST OIST T 30935109P 00i MA
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