Records Online User Manual
Contents
1. Quick Search Advanced Search Click on the Add Document bar Add Document Enter the title of the document or if the title is to remain the same as the file name leave blank Enter a reference if required Title Enter the title for the document Leave blank to use Documents File Name External Reference External Reference Value Select the author by entering a name in the search field and click search Author Location Text or leave blank for Favorites or Select whether the document will be a Draft or Final version Draft If a document is final it can only be edited Document Version Is Final by contacting the Records Online Help Desk Click Choose File to select the document to be added to the file Do this step last Select the file you wish to upload as a new document Choose File No file chosen Hint Do this last Click Upload this document and create a new record Upload this document and create a new Record Once the document has been uploaded successfully the following message will appear and you will be given the option to reset to upload another document Reset for another Upload To add another document to the same file click Reset for Document was uploaded as DOC2015 1068709 another Upload 11 9 Editing a Document Search for the document you want to edit using either quick search or advanced search Quick Search Advanced Search Click on the View button to open the docume2. 15 3500 F yr a EEA 2015 Favourites can be applied iil EET 15 392 a A to Individual users lll EZA 615 390 groups locations dP yy 2015 3326 a ak classifications business View 2015 3319 units documents and files dP yir a EES 299900001 01 03 DOC2015 1067442 To remove a favourite click on the blue star When the star turns grey the record classification or location will have been removed from your favourites You can view all of your favourite documents and files within the My Records Tab as seen below Search Advanced Search My Records My Documents My Containers My Favorites All My Documents Checked Out Due or In Tray My Requests Link to This Search lt lt First Previous Next gt Last gt gt 1to9of9 i r 2015 4829 ADMINISTRATION amp SUPPORT Legal matters Advice test new file op wy wi Ae E15 266 7 User Manuals Guides amp FAQs on Jr wa AGU E15 266 6 Go Live Planning or wa Agog 15 226 11 Alpha West Outlook Add In a Ed wa AGU E15 266 5 Training or te w RLA 15 226 6 Application Testing Schedule amp Error Log oy Jr lill EE E15 226 TRIM 8 II Upgrade Testing Jr amp DOC2015 1271987 test doc 2 Jr ga DOC2015 1265991 Records Online User Manual_Draft Link to This Search lt lt First lt Previous Next gt Last gt gt 1to9of 9 6 Creating an Administrative File Click on New Admin File tab where you will be directed to My Favourite Classifications tab the firs
3. Closed 04 Mar 2015 Date of Birth 22 Jun 1914 Record Type W Student File 4 3 Assignee Locations At Home Location or Warehouse 1 or A physical file exists and is located at Records Warehouse 2 Management Services Marked to a staff member or faculty storage A physical file exists but is marked out area For a more detailed description of Assignee Locations see appendix 13 e Assignee Locations 4 4 Document Record Properties Record Properties will give you details of a document including its Record Number Title Container Checked Out Status Date last updated and its Creator Document DOC2010 151119 UAT Test Document Sometime acme View Property Record Number DOC2010 151119 UAT Test Document T 5 86 KB bytes PDF File PDF Available atus 09 Apr 2010 28 Aug 2015 E Neil Bateman 4 5 Viewing a Document Click the View tab to view the contents of a document The document will automatically be displayed and viewable within Records Online Document DOC2015 1258893 UAT s test document Record Properties View Check Out In Update View Inline Expand 5 eal oY U 0 2 e uO y Y OUO Q w a100 wv U U ws aap i ES Z a lA Cc A n N 5 Setting Favourites Setting favourites is easy Click on the star next to the record or location s once the star is tagged turned from grey to blue it the record person or location will be added to your favourite me ese 20
4. University of Sydney Records Online User Manual For any questions please contact the Records Online Help Desk on either E recordsonline sydney edu au or T 9036 9537 8 5 2015 Contents I Regters anew USEI cecen rein dint eens eeieraumnanpameeumneaet 2 2 Acoessing Records OnNINE srsrerserpirne a 2 O e a E E E E A E E E E A E E T 3 SHROT o SS ANC p E IEE E E EEN E A EE E EE E EE E E TES 3 3 2 Advanced SCALCI carecssniusicodvsatvcavudshucsdevetecvvudaihasdavetadvseaubenninyatueasnd EEE 3 FERE e E E E A EEE 4 4 Record Properties Viewing a File or DOCUMENL sssessssessresesreresrreserrrresrrerererressreessrrresrreseserresene 4 4 1 Administrative File Record Properties ccccccssccccesseccccesececcescecceesececeuececsensceessueceseugeceesenes 5 4 2 Student File Record Properties ccccccccsseccccessccecaesececeeececeeseceeeesecesseneceseenecessuecessugeceeseges 5 4 3 Assignee Locations sssseseessessesersrrsresresrrssessrssessessessessrsseeseesersersresersresreeresresseoseeseoeseeresseeseeseesee 6 4A Document Record PropertibSasieniei iiien EAEE EEEE 6 45 Viewing a DOCUMENE seisscrsiiiieisriainensic iseinu satriani CANN anrs UN CONN VAPNEN EE NUNTA E ANAE AENEAN aS Ria 6 De SENE Fe VO UPS sieneen AE E EA N 7 6 Creating an Administrative PIC cccocsshhite cs cincdecsstacensiatcassatnidasecrsbaedecteiepwnabesaceaduidateceutuedootenseebuceseness 8 7o Allocating Access to a a e eae ENTA ea 10 8 A
5. b Click the Advanced Search Tab Search EUTSEN My Records Change to the desired search m et h od USI ng ot h er fi e d S aS Select your first method y enter first search string here Select your second method enter second search string here necesSsar y And results narrow query OR results wide query Select an Ownership Filter v Select an Ownership Location Y The search can be refined to show Select a Date Range Method v From Date dd MM yyyy To Date dd MM yyyy all records or just containers or Dates should be entered in DO MM YYYY format d ocu m e nts All Records Containers Only Documents Only When searching within a date range the date format must be DD MM YYYY or you will get inconsistent results Example of searches across multiple fields Searching for Search field 1 Search field 2 particular date a student 3 3 Search Results The following screen will be displayed with your search results Quick Search Advanced Search My Records New Admin File Advanced Search My Records The blue cross Record Number v 299900001 01 indicates that the record has electronic lt lt First lt Previous Next gt Last gt gt 1tolofil mea ENEMY contents on wa AGIA 299900001 01 STUDENT TEST TEST e Link to This Search lt lt First lt Previous Next gt Last gt gt itoiofi 4 Record Properties Viewing a File or Doc
6. d 13 Appendix a Search Fields Quick Search HP RM Query String Advanced search method using string searches HP RM Saved Search Search with pre defined searches created within RM8 b Search Fields Advanced Search Search Field Building Code Searches for records with building code within its metadata Contained within Will search for documents contained electronically within a file or for files contained within a box FLEXSIS SID number Searches for the FlexSIS SID number this can be contained in Administrative files that relate to a student Foreign Barcode Search by Foreign Barcode number Insurance claim reference number Search by Insurance claim reference number metadata field 15 Search the title of the file Title or note word Search for words in title or notes field TRIM barcode Search with the barcode of the file c Ownership Filters Advanced Search Will search filter records by an assigned contact Created by Will search filter records created by a specific person Will search filter by the Home Location Other Contact Will search filter for records with an assigned contact Will search filter by the owner location Representative is Will search filter records by its representative d Ownership Locations Advanced Search Search Field Me Records with me as an owner location My Unit Records with my business unit faculty as an owner location e Locations Electron
7. dding DOCUMENTS to da Fil ssserasrers eir e A 11 Oe Eae a DOCUMEN aora E 12 W Roue ae TE a A E E en ee eee 13 TE Ta VS Te PS a E S 13 t2 MYRE CO a cr re ee eee ee eee ean eee ee ree ee eee err 14 Te PAI SUI rer sees pene E E 15 1 Register as a new user You will need a Unikey to register for records online To access Records Online all staff including any casual staff will require their own account To register login to the Self Service Portal using your Unikey click the ICT Services hyperlink then click the UniKey and Account Management hyperlink and select Records Online C New User Once the required fields have been completed select Order to submit the request Request access to Records Online Requested by Requested for gt What s this New user registrations can take up to 24 hours to complete DOO O O A G A confirmation email titled Welcome to Records Online will be sent to the user s email account when access has o Phone been finalised DN If you are unable to access the online application form or find the details of a user in the Self Service Portal please contact the Records HelpDesk on ext 69537 or send an o o email to records online sydney edu au Location If you are completing registration for a colleague make sure that their details are Staff Type entered in the Requested For field None 7 Supervisor of naw Hecornks Uniline user lor approval 2 Accessing Reco
8. ee Text Your Reference Number 1 Please Select v Your Reference Number2 Please Select r To save this classification for future file creations click on the star next to the classification create file button E Business Unit The star will become blue and the Location Text or leave blank for Favorites or classification will appear in your My Your Default Business Unit is Records Management Services Favo u rite CI a SS ifi catio n S ta b fo r fut u re file creations E optional security who Mandatory fields can be identified by an asterix Location Text or leave blank for Favorites Your Business Unit will be the current default If this requires changing you can do so by searching for the appropriate business unit location in the lookup box If you no longer work in the business unit displayed as your default please advise Records Online If your default Business Unit is incorrect please contact Records Online T 9036 9537 Make any changes to the access of the file See section 7 Setting Access to a File Click Create the new Admin File If you are not entitled to access i eT the chosen classification on You will receive the following confirmation message ee 6 6 selecting Create the new Admin New Admin File was created Reference number is BR File you will receive an error message The Access Control Attached to this Classification Reset to create another Admin File Prevents you from using it for t
9. his purpose Please contact Click here to work with this new Admin File Records Online for further information You will be given two options Option i Description S Click here to work with this new Admin File This will enable you to keep working with the file adding documents requesting a hard copy file etc Reset to create another Admin File This will allow you to create another Admin File with the same classification 7 Setting Access to a File To set a location as a favourite When creating a file its default access can be changed click the grey star that corresponds with the person or Search for the correct location and click Search group Click the Use button next to the person or group that you wish to add You can search and add locations as many times as required until the appropriate access has been set Once the access has been set proceed to create the file by selecting Create the new Admin File E Cumberland Archives Storage Room F011 E University Archives Repository S PRI Archives and Records Management amp Privacy Use El Optional Security Who can see this new File S Archives and Records Management Services Use r E University Archives Main New File creation interface Use User Template University Archives Use Archives Create the new Admin File 10 8 Adding Documents to a File Search for the appropriate file and then click the View button
10. ic No physical file exists If documents exist they can be viewed electronically If documents need to be added to this file they can be scanned and added electronically Alternatively if physical filing is practiced in the users business unit if required a hard copy file cover can be sent out by clicking Request Physical File and documents can be added physically Note This file cover will be empty and will contain no documents Please use Records Online to check electronic documents in this file At Home If the location is Records Management Services A14 or RMS Telfer Building Location Secondary Storage or At Home Location Warehouse 2 or At Home Location Warehouse 1 the file is a physical file located at Records Management Services Click Request Physical File to have this file sent via the University s internal mail service Note This file may have both physical and electronic documents 16 Marked to staff member or faculty storage area attached To view this files electronic documents please use Records Online If the location is another university staff member or a faculty storage area contact the staff member or faculty directly to request access to the file Once the file is obtained please contact Records Online to advise that you have the file in your possession Note This file may have both physical and electronic documents attached To view this file s electronic documents please use Records On
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12. mpty a request Click Contact us about this No current requests exist for this record Request Physical File Contact us about this record record to send Records Online an email Once a file has been requested you will see your name in the Person Making Request Field Administrative File 2015 3498 TEACHING amp RESEARCH Teaching Professional placement administration Record Properties Requests File Transfer Type Requested On Request Completed Person Making Request RetrieveTemporary Retrieve Temporary Administrative File 2015 3498 05 Aug 2015 pT Po Request Physical File Contact us about this record Note As Records Management Services relies upon the internal mail to deliver most of our files you should be aware that a file s will usually take 2 3 days to be delivered If you require a file urgently please contact us and we can arrange for the file s to be collected from one of our offices A14 KO7 G12 Contact us on E recordsonline sydney edu au or T 61 2 9036 9537 Important If you have Record Properties BEG IEe File Transfer requested a file which is currently assigned as electronic As this record is currently electronic the file cover will be empty you will see the following No current requests exist for this record message displayed As this record is currently electronic the file cover will be empty Request Physical File Contact us about this rec
13. nt boc2015 1068694 Click on the Check Out In tab Record Properties View AeL aget Click the Check Out Button You will get a message stating that the document has been checked out to you Record Properties View More meni Check Out Document was checked out to you Want to cancel the checkout You can do this by selecting Select Download your checked out document here Undo my checkout Undo my Checkout Download your checked out document here Make the required changes to the document and save to My documents or your desktop To check the document back into Record Online click Choose File and select the document you previously edited Select either e Check in as new revision e Check in as new revision but keep checked out to me e Check in as new revision and finalize the record Click Check In or Update Revision Choose File No file chosen Check In as new Revision Check In as new Revision but keep it Checked Out to me Check In as new Revision and Finalize the Record Note If you have selected Finalize you will not be able to undo this action or check in more revisions Check In or Update Revision 12 10 Requesting Files To request a file go to the Requests tab and select Request Physical File Have a question about Record Properties RGuTIEac File Transfer a file or want to cancel As this record is currently electronic the file cover will be e
14. ord 11 Transferring a File Click on the File Transfer tab and then search for the location the file is to be transferred to 13 Record Properties Requests File Transfer No Locations Selected You can add the location to your favourites for future file transfers by clicking the grey star Location Text or leave blank for Favorites Transfer To Selected Location Select the location by clicking Use and then click Transfer to Selected Location No Locations Selected Personal Test Person person Transfer To Selected Location Note If you transfer a file and the change is not immediately seen in the Record Properties tab click Refresh F6 to refresh the webpage To transfer a file to a favourite location you have previously used saved Click search there is no need to enter a value into the search field 12 My Records My records is a short cut to records you have set as favourites recently worked with have marked or assigned to you or have checked out to you Advanced Search My Records New Admin File Search Advanced Search Eia tei My Documents My Containers My Favorites All My Documents Checked Out Due or In Tray My Requests 14 All My Documents Shows all documents and files you have recently created Checked Out Shows all documents checked out to you Due or In Tray Any files or documents in your due or in tray My Requests Any files that you have currently requeste
15. rds Online Do not use any account other than your own to access Records Online Navigate to https recordonline sydney edu au Click Log in to Records Online You are no longer required to enter MCS You will be asked to Authenticate enter your unikey and password before your unikey Click OK Depending on which browser you use you may be given the option to save your password for future sessions 3 Searching Records Online has both a quick and advanced search for University Files and Documents 3 1 Quick Search The Quick Search fields contain the most commonly used search methods To search for a file select the desired search field using the drop down box For an explanation of these search fields see appendix 13a Quick Search Advanced Search My Records New Admin File Search Advanced Search My Records mne v enter your search words here Record Number Contents of Record Number FlexSIS SID Number Staff Number Any Word Document Content Document Content AND Title Document Content OR Title Notes HP RM Query String HP RM Saved Search Enter the search data and select the search method Search Method Search All Will search both containers and documents Documents Will search documents only Containers Will search containers only 3 2 Advanced Search In the Advanced Search Field you can search across multiple search fields For an explanation of these search fields see appendix 13
16. t time that you log in this tab will be empty Quick Search Advanced Search My Records New Admin File My Favorite Classifications Classifications You have no Favorites Use the next Tab to browse for one then return to this Tab Click on the Classifications tab Click through for the appropriate file classification taking note that some classifications cannot be chosen at a particular level you must select a lower level to create the file There are two icons that will differentiate between the levels icon Explanation You cannot create a file at this classification level you will need to select a lower level You can create a file at this classification level Once the appropriate classification has been selected the creation details along with a brief description will appear to the right of the screen agi i ADMINISTRATION amp SUPPORT Information management Records management Covers the activities of creating capturing registering classifying indexing storing retrieving and managing Notes access to records through to their ultimate disposal Keyword AAA modified Includes development and review of policies for records management Default Record Access Click Create File and then complete the required fields Create New File My Favorite Classifications Classifications Classification Term ADMINISTRATION amp SUPPORT Information management Records management Title Fr
17. ument Record Properties will give you details of a file including the Record Number Title Owner Location and the Assignee The Record Properties will vary with the type of record you are viewing If there are documents contained in a file you will be able to see them in the Contents section of the record properties Document DOC 2015 1408049 test doc Record Properties Property Record Number DOC2015 1408049 lll ee ee lc eee Document Details T 1 38MB bytes PDF File PDF Checked Out Status Available Date Created 1a Sep 2015 Date Last Updated 13 Sep 2015 o ne 4 1 Administrative File Record Properties The Record Properties page will display the following details relating to Administrative files Record Properties File Transfer Property Record Number 2015 3500 Title Structured ADMINISTRATION amp SUPPORT Finance administration Accounts payable UAT Test File Owner Location E Records Management Services Assignee Location E Electronic FlexSIS SID Number 0 Staff Number OOO Date Created 05 Aug 2015 Record Type Ba Administrative File 4 2 Student File Record Properties The Record Properties page will display the following details relating to Student files File Transfer Record Number 299900001 01 Owner Location EJ The University of Sydney Assignee Location EJ Electronic Disposition Active FlexSIS SID Number 299900001 Date Created Of Jan 2005 Date
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