DIIMS Records Classifier Guide

Transcription

1 DIIMS Records Classifier Guide Featuring Content Server 10 Second Edition, November 2012

2 Table of Contents Contents 1. DIIMS Overview An Overview of DIIMS within the GNWT Purpose of the DIIMS Records Classifier Guide Content Server Launching and Logging on to DIIMS Enterprise Workspace Navigating the DIIMS Enterprise Workspace Identifying Screen Components Accessing and Adding Information The Workspaces DIIMS Item Types Using the Functions Menu Viewing Documents Viewing Document Content DIIMS Item Metadata Creating New Files and Volumes How DIIMS Organizes and Stores Information about Physical File Folders Process for Creating a New File Number and Volume (File Folder) Search for an Existing File Browse for an Existing File Create New RM Classification (I.E. File Number) Create Volume (Physical File Folder) Creating Volumes for an Existing File Number Updating Files Renaming or a File Re-numbering a File Searching Searching Overview Search Options Performing a Quick Search Viewing the Search Result Page Personalizing the Search Page Display Saving Your Search Results Saving a Search as a Query Saving Snapshots Finding Specific Information within your Search Results Hit Highlighting Advanced Search Opening the Advance Search Page Using Full Text Search Options Using System Attributes Search Options Searching on Categories Searching Files (Classifications) and Saving to Favourites Searching using the Natural Language Query Searching Physical Item (Box & Volumes) Attributes Search Examples Records Centre Requests Request a Physical Item (Volume or Box) Reviewing Items Charged Out to You DIIMS Records Classifier Guide

3 Table of Contents 5.3 To Cancel a Physical Item (Volume or Box) Request To Return an Item to the Records Centre To Request Multiple Physical Items Transfer Boxes to Records Center Find Boxes Create Boxes Add boxes to a new Collection View Collection Add Volumes to Boxes Records Coordinator Working with Labels Printing Individual Labels Changing the Location of the Label on the Label Page Printing Batch Labels Reprinting Large Numbers of Labels (Generating Labels) Reprinting a Single Label Printing Reports Box Reports Box Inventory Listing Box Location Status Listing Box Listing - Grouped by Transfer ID Box Retention Chooser File Reports Active Folders ready for Transfer File and Volume Listing Grouped by Primary Customizing your Personal Workspace Getting to Know your Personal Workspace Managing your Personal Workspace Favorites Collections Configuring your Personal Settings Appendix A: Troubleshooting Common Problems...82 Situation 1: My File Label does not have a Title on it Situation 2: My File Label Has the Wrong Title on It New File Situation 3: My File Label Has the Wrong Title on It Renamed File Problem Situation 3: My File Label Has the Wrong Title on It Renamed File Problem Appendix B: Glossary DIIMS Records Classifier Guide

4 Section 1: DIIMS Overview 1. DIIMS Overview 1.1 An Overview of DIIMS within the GNWT DIIMS is a content lifecycle management system that provides government departments and agencies with the tools to manage and share corporate information through its lifecycle from a single repository. DIIMS stands for Digital Integrated Information Management System. It can be used to manage both electronic and paper records from creation until final disposition. The DIIMS central repository offers: A secure, single repository for organizing and sharing information and corporate content. Imaging tools to convert physical records into digital records, as well as indexing and classification of scanned content so that the information is searchable. Full lifecycle management of all electronic and physical content. This enables control of retention and disposition in compliance with applicable laws, policies, procedures, and ARCS and ORCS retention schedules. Easy searching and retrieval capability and the sharing of information through the application of permissions. Business-driven storage management according to business context and metadata, reducing costly storage services Purpose of the DIIMS Records Classifier Guide The purpose of the DIIMS Records Classifier Guide is to provide instruction and support on how to use DIIMS to employees who have been given Records Classifier rights in DIIMS. A Records Classifier is someone who is involved in the day-to-day creation and management of physical records paper files and boxes. Typical responsibilities of a Records Classifier include: Opening new paper file folders for other employees. Closing paper files. Searching for and retrieving records on behalf of other employees. Preparing physical records for transfer to the GNWT s records centres. Working with the department or agency s Records Coordinator to manage the creation, use, retention, and disposition of records. This guide outlines how DIIMS is used to support the Records Classifier s activities Content Server 10 In November 2012, the DIIMS Project Team upgraded the DIIMS software to a version called Content Server 10. The new version has the same functionality as the original version implemented in February However, the web interface has an improved look and feel. 1.2 Launching and Logging on to DIIMS Enterprise Workspace There are several different ways to access DIIMS. The method you use to access DIIMS may vary depending on the tasks that you are performing. In most cases, Records Classifiers will access DIIMS primarily through the web interface. Most of the work will be done in a part of DIIMS called the Enterprise Workspace. Launching DIIMS/Enterprise Workspace is the same as opening a web page: simply launch Internet Explorer (IE) from your desktop and enter the URL to the GNWT s DIIMS site: 3 DIIMS Records Classifier Guide

5 Section 1: DIIMS Overview To launch the GNWT DIIMS Website: 1. Click on the IE icon on your desktop. In the Address Bar (the space at the top of the IE window where you type in a web address), type in URL for the DIIMS website: Press the enter key. You may wish to add DIIMS to your Favourites to make it easier to return to DIIMS later. 2. DIIMS uses your desktop credentials (your computer login name and password) to identify you and log you in to DIIMS. Your username will appear as your login name in the bottom left corner of the window. 3. The GNWT DIIMS Enterprise Workspace appears: 1.3 Navigating the DIIMS Enterprise Workspace The GNWT DIIMS Enterprise Workspace provides a one-stop location to view GNWT information, search for information, and access various areas of the DIIMS repository. The workspace is organized into a hierarchy that moves from general to specific. At the top of the hierarchy is the entire GNWT. As you move down through the hierarchy you see departments and agencies, divisions within the departments and agencies (prefixes), and then folders reflecting the ARCS and ORCS classification structure under each division. Security access to the corporate folder structure has been assigned to the corporate file plan. Permissions are inherited by folders (and documents). Each individual user has the ability to view and edit items based on their access permissions. In most cases a Records Classifier will only be able to access a prefix in a single department. The same layout and toolbars are available in each sub-level of the GNWT hierarchy. 4 DIIMS Records Classifier Guide

6 Section 1: DIIMS Overview Identifying Screen Components Global Menus Displays the Enterprise and Personal Workspace Menus, tools, and help. 2 Search Field Entry field for search keywords 3 Search Panel Displays the search tools and search parameters used to locate information in the DIIMS repository. 4 Breadcrumb Trail Menu Displays a hyperlinked path to the current location in the repository. Users may change the personal display to a drop-down view. (See section 9 for more information about personalizing the Workspace) 5 DIIMS Records Classifier Guide

7 Section 1: DIIMS Overview 5 Masthead Displays the name of the current workspace or folder. 6 Content Filter and Search Allows users to filter the display by various attributes or search on a value. 7 Multi-Select Batch Enables users to perform functions on multiple items. Operation Bar 8 Column Name Displays contents of each field that is displayed in the list of items. Also shows if the display is being sorted on that field. 9 Item Names Lists the item names in a hyperlink format, which can be clicked on to open the item for viewing. 10 Functions Menu Displays the list of operations that may be performed on the item. (See section 1.8 for more information). 11 Add Folder and Items Enables a user to add items or folders if he or she has the right permissions. It appears at the right hand end of the Multi- Selection Bar when in a location in DIIMS where items can be added. (Not shown. See Sections 2 and 6.) 12 Access Tabs Browse tab enables users to access information in the DIIMS repository. This is the default tab. Drag & Drop tab allows users to easily import documents from external locations. The Access Tabs only appear at lower levels in the file plan structure, and are only enabled for document management users. (Not shown.) 1.4 Accessing and Adding Information There are several ways to access and add information in DIIMS. See Figure 1-4. Some of the items listed below may only appear at lower levels in the file plan hierarchy. 1 Search Bar Searches for information in DIIMS. See Section 5 for more information. 2 Drag & Drop Tab Allows document management users to import information into DIIMS by dragging and dropping into the window. (Not shown.) 3 Multi-Select Batch Operation Bar Allows users to copy, move, print, zip, , and collect multiple items by checking the boxes beside the item names. 4 Add Folder and Items Allows users to add folders or other items. 5 Functions Menu Displays commands that can be performed on an item. 6 Items to Display Field Allows users to select how many items to display per page. 7 Quick Access Commands Edit and Download. These document management commands are only available if the user has permissions to perform these operations. 8 View Filters and Go To View Filters allows users to filter items by selected criteria or search words. Go To allows users to move to the next page or to jump to a specific page. 6 DIIMS Records Classifier Guide

8 Section 1: DIIMS Overview Will appear here The Workspaces DIIMS provides workspaces and workspace tools that enable the sue of an appropriate workspace for each type of work: Enterprise or Personal. There are two types of workspaces: 1. The Enterprise Workspace a. This workspace contains corporate information for public (i.e. other employees) use. b. Information is organized in folders in a hierarchical structure that reflects GNWT operations and the ARCS/ORCS file plan. c. Access permissions control a user s ability to view, modify, and delete information. d. Note: The Enterprise Workspace is where information about physical file folders and boxes is stored in DIIMS. 2. My Workspace a. Each user has their own personal workspace to store information and favourites. b. Only the user has access and control over this space. c. Note: My Workspace should not be used to store information about physical file folders and boxes. 1.6 DIIMS Item Types Government information is stored in many different formats: electronic documents, spreadsheets, images, URLS, social media content, and paper. DIIMS organizes these item types by categories and identifies them with specific icons. Workspaces The Enterprise Workspace My Workspace Containers Folders Workspaces contain information that may be organized in a hierarchical folder structure, with relevant access permissions and restrictions applied to folders and contents. Virtual folders that contain electronic documents and other 7 DIIMS Records Classifier Guide

9 Section 1: DIIMS Overview Physical Items Box Shortcuts URLs Queries Snapshots Collections Drawing Volume Other Classifications items, such as physical volumes. Folders in the Enterprise Workspace are linked to a classification from ARCS and ORCS. Physical items include boxes, volumes, and drawings that contain paper records and require labels. Note: in DIIMS, a volume refers to a physical file folder. Pointers to items stored elsewhere in the DIIMS repository. Hyperlink to a page on the Internet/Intranet. Search criteria saved for re-use. The saved results of a specific search. A set of content that a user has gathered by selection or collected using a search. For example, boxes might be grouped together into a collection. An item in the records classification hierarchy from ARCS and ORCS. Used to store information about primaries and secondaries. Also used to create lower levels in the classification hierarchy, such as tertiaries and quaternaries. Folders and volumes in the Enterprise Workspace are linked to the classification structure and inherit retention and disposition from it. 1.7 Using the Functions Menu Each DIIMS item displays a Functions menu that allows users to perform actions on that item. The functions available depend on the item type and the user s permissions. 8 DIIMS Records Classifier Guide

10 Section 1: DIIMS Overview Functions are grouped by action type in order to make it easier to locate the action that you wish to perform. The functions are listed in the table below. Note: Not all functions are available to all items or to all users. Get It Retrieves the Items Download Read-only action. Copies a document stored in DIIMS to a specified local drive. Open For folders, volumes, and boxes, opens the folder or volume to show its contents. (Not Shown) View as Web Page Displays the document within the Web browser. May not work with all documents. Affect Its Content Modifies Item Functions Add Version Adds a version to the selected document. Edit Opens the document in read-write mode in its native application. (Not Shown) Rename Allows the user to rename the selected item. Affect Its Location Provides Access to Items Add to Favorites Adds a link to the document to you Favourites container (see section 9 for more information). Copy Copies the item to a specific location in DIIMS. Make Shortcut Creates a link to the selected item. Move Moves the selected item from one location in DIIMS to another. Track It Notifies the User of Updates Set Notification Sets up a notification alert for updates to a selected item. Affect Access Controls User Access to the Item Permissions Allows users to define access to an item, providing that they have permissions to assign access. Reserve/ Reserve creates a link to the item in an individual Unreserve user s personal workspace or a group of users personal workspaces. Unreserve removes the link. View and Download Views Item Information Finalize Record Enables users to finalize a record so that no other changes may be made. Print Prints the selected item. Zip & Download Zips the selected item and downloads it to a specific drive. Zip & Remove It Delete Opens the application with the item attached as a zip attachment. Deletes the selected item, its versions, and its subitems. Properties Sub-Menu Displays Information and Metadata General, Specific, Audit, Categories, Opens item information tabs that contain specific information about the item. See section below. 9 DIIMS Records Classifier Guide

11 Section 1: DIIMS Overview Classifications, Ratings, References, Versions, Records Detail More Sub-Menu Stores less commonly used commands Find Similar Retrieves similar items. Make Generation Locks a version of a document so that it can be managed like a separate document. Overview Rate it! Provides summary information about the item. Allows other users to rate an item and provide reviews. 1.8 Viewing Documents In order to view documents, the user must have permission to do so. Not all Records Classifiers will be able to view documents stored in DIIMS Viewing Document Content DIIMS provides several ways to view the content of a document: Download o Allows users to save an item to an external location. o Click Download from the context menu. The Save As window appears. o Navigate to the appropriate network drive and folder to save the item. View as Web Page o Opens the item in an html format. o Click the document title to view in HTML format within the web browser. Edit o Only available to document management users who have edit permissions. o Opens the document in edit mode in the native application DIIMS Item Metadata An item s properties (document descriptors) are saved as metadata in the Properties page. This can be accessed from the Properties sub-menu in the Functions menu. The tabs that display are dependent on the item that you are viewing, the configuration by the Systems Administrator and the user s permissions. 10 DIIMS Records Classifier Guide

12 Section 1: DIIMS Overview General Specific Audit Categories Classifications Ratings Follow Ups Holds Records Detail References Versions Presentation WebDav Xreference Displays common information, such as name, description, creator and lastmodified date. Displays information unique to the item type. Lists an audit trail of all activities performed on the item. Displays the list of categories applied to the item. Displays the classification applied to the item (ARCS or ORCS record classification). Displays ratings provided by users for the specific item. Displays items flagged for follow-up. Displays items flagged for hold Displays the record management information applied to the item. Lists the links to the document, such as shortcuts and generations. Lists the versions of the item. Enables configuration options for folders only. Displays the URL used to access and edit DIIMS items from a WebDav server. Displays cross-reference information for the item. 11 DIIMS Records Classifier Guide

13 Section 2: Creating New Files and Volumes 2. Creating New Files and Volumes 2.1 How DIIMS Organizes and Stores Information about Physical File Folders DIIMS is designed so that all information is organized and stored in Folders. Folders are virtual locations for storing information. When a user opens DIIMS and goes into the Enterprise Workspace, he sees a folder hierarchy that reflects the organizational structure of his department and the ARCS/ORCS classification structure. Document management users use the folders to store electronic documents and other items. Records Classifiers use the folders to store information about physical file folders, which are called Volumes in DIIMS. Folders in the Enterprise Workspace are linked to an RM Classification, and inherit their classification numbers (file numbers) and retention schedules from the RM Classification. Volumes, or physical file folders, sit inside folders, but they inherit their file numbers, titles, and retention schedules from the RM Classification associated with them. It is this classification information that appears on printed labels for the volume. 2.2 Process for Creating a New File Number and Volume (File Folder) Before creating a new file, search the DIIMS classification hierarchy to see if a file classification (primary, secondary, and tertiary) on the same topic already exists. This will ensure that no duplicate records are created. If an appropriate file does not exist for this record, the Records Classifier will create a new File (at the tertiary level) in the appropriate Classification structure and ensure that a Retention period is entered for the new record if it is not inherited from the parent file. The following procedure can be used to create a new File and Folder. 12 DIIMS Records Classifier Guide

14 Section 2: Creating New Files and Volumes Search for an Existing File For more information on searching DIIMS, see section To search for the RM classification (primary, secondary, or tertiary), open the Search Panel next to the Search Field. Under the Object Type search criteria, pick Classifications. Alternatively, go to the Advanced Search screen and set the Object Type to RM Classification. Type search criteria here Slices specify which part of DIIMS will be searched. Pick Enterprise to search the entire system. Link to Advanced Search screen 2. Ensure that the Slices option is set to search the Enterprise. 3. Enter the search criteria in the search field (Search DIIMS for). If searching for a file number, always include an asterisk (*) at the end of the number so that the search results 13 DIIMS Records Classifier Guide

15 Section 2: Creating New Files and Volumes will include any files opened at a lower level in the classification hierarchy (i.e. tertiaries and quaternaries). 4. Review the search results to find the secondary or tertiary that you would like to create the new file under. Click on the appropriate secondary (or tertiary) to open it. Review the tertiaries (or quaternaries) to confirm that the file classification that you want does not already exist. a. If the file classification exists, click on the name to open it. This will take you to the associated folder. Click on the name for the folder to see any associated volumes (physical file folders). If a new volume is required, go to section 2.3, below. b. If the file classification does not exist, a new one has to be created. See section below Browse for an Existing File If you re not sure what to search for, you can also browse through your department s records classification structure. 1. Click on the Enterprise drop down and select Classifications. 2. Keep navigating through the file plan by clicking on the links until you find the correct primary and secondary (and tertiary if creating a quaternary) file number. 3. Click on the appropriate secondary (or tertiary) to open it. Review the tertiaries (or quaternaries) to confirm that the file classification that you want does not already exist. a. If the file classification exists, click on the name to open it. This will take you to the associated folder. Click on the name for the folder to see any associated volumes (physical file folders). If a new volume is required, go to section 2.3, below. b. If the file classification does not exist, a new one has to be created. See section below. 14 DIIMS Records Classifier Guide

16 Section 2: Creating New Files and Volumes 1 GNWT Level 2 Departmental Level 3 Divisional Level (Prefix) Depending on access rights, more than one Prefix may appear 4 Section Level Both ARCS and ORCS sections are listed 5 Primary Level 6 Secondary Level 15 DIIMS Records Classifier Guide

17 Section 2: Creating New Files and Volumes Create New RM Classification (I.E. File Number) 1. Click on Add Item and select RM Classification. This will display the File Insert profile form. 2. Fill in the fields on the Profile Form. Most of the fields are defaulted and values are inherited from the file number above. See descriptions below. a. Name: Name of the File. Enter a descriptive name. Note: When using the Standard GNWT Label 5164 this information will be displayed at the top of the label. b. Description: General File description. Optional c. Selectable: Ensure the box is checked. d. File Number: Unless a specific number is to be used, leave it blank as DIIMS will auto-generate the next available number. e. Status: Default is ACT f. Status Date: Default is Current Date. g. Essential: Default is Non-Essential. h. Storage Medium: Default is Paper. i. Disposition Authority: Not required. j. Update Cycle Period: Not required. k. RSI: Do not change. The Retention period is inherited from the above file number. l. Subject: Another field to add more description. Not required. m. Keywords: Not required. n. Security Clearance: Inherited from above file number. 16 DIIMS Records Classifier Guide

18 Section 2: Creating New Files and Volumes o. Categories: Inherited from above file number. p. Create In: Inherited from above file number. 3. Click to create the new file. a. The system will append the File Number to the Name that you entered Create Volume (Physical File Folder) 1. To create a Volume for the new File, click on the File name to open it 2. Click on the Folder name under the Classified Items 17 DIIMS Records Classifier Guide

19 Section 2: Creating New Files and Volumes 3. Click on Add Item and select 4. Click on the Radio Button next to the Volume Icon and click Next 5. Fill in the fields on the Profile Form. Not all fields need to be filled out. See descriptions below. a. Name: Field should be the same as classification name. DIIMS will update the Volume Name two minutes after it has been created so that it is the same as the classification name. Volume name is updated based on the following attributes: Folder ID + File Number + File Name + Volume Type + Volume # IE: Training VOL 1 b. Description: Free text field to enter more information if necessary. These will be added as keywords. Note: When using the Standard GNWT Label 5164 this information will be displayed in the middle of the label. c. Home Location: Enter the location where the Volume will be located. This field can be defaulted in your personal settings Tools Settings Physical Objects d. From / To Dates: 18 DIIMS Records Classifier Guide

20 Section 2: Creating New Files and Volumes i. The From Date identifies the date of the first document to be stored in the Volume enter the appropriate date. ii. The To Date identifies the date of the last Document that is stored in the folder. As this is a new folder, leave this field blank. e. S/O Date: The S/O Date identifies the Superseded or Obsolete date of the Folder. This field is only used if the retention trigger is S/O and the date is different the TO Date of the Folder. f. Record Type: is used to identify whether the Volume contains original documents, or copies. It is important to identify this as the retention and disposition for original versus copies is significantly different. g. Status: The Status field identifies present status of the folder. Default is ACT h. Status Date: The (Status) Date field identifies date Status code was assigned. Enter today s date if not already defaulted i. Generate Label: Check the Box j. Label Type: Select your label type. Default is _GNWT Standard Folder Label This will add the label to the label batch print. k. Number of Labels: Default is 1. If multiple labels need to printed, enter the appropriate number. l. Security Clearance Level: Default is UNC. The security clearance should be the same as the security clearance on the File Number m. Classifications: Do not modify n. Categories: Do not modify o. Create In: Do not modify 6. Click on Add, Create Another, or Reset. a. will create this Volume. If you are only creating one volume, click on Add when finished. b. will reset the volume insert form to it s default values c. will create the current volume, and open a new volume Insert form with all the fields pre-populated with the values that have just been entered. 7. If is chosen, ensure that the Name field of the new volume is updated as follows: a. Remove the Unique ID from the beginning of the name (as DIIMS will append the new one after creation) 19 DIIMS Records Classifier Guide

21 Section 2: Creating New Files and Volumes b. Update the Vol # at the end of the name (If this is Volume 2, then change the value from 1 to 2. Example: Delete Update Original Name: New Systems File - VOL 1 Updated Name: New Systems File - VOL 2 8. Update the other values on the form accordingly for the new volume (IE: From Dates, etc) 2.3 Creating Volumes for an Existing File Number These steps apply if there is already a Volume created under the File Number. Examples of this would be a new volume needs to be opened as the previous one is full. 1. Find the File that needs to have another volume opened up (See section and above.) 2. Click on the Folder name under the Classified Items to display the Volumes in the folder. If there are Volumes, they will be displayed within the Folder Existing Volume (Vol. 1) Folder the Volume sits 3. Click on the Function dropdown next to the latest Volume and select Create From This Item. This will bring up the Volume insert form with all the fields pre-populated with the values from the selected Volume. Drop Down 4. Ensure that the Name field is updated as follows: a. Remove the Unique ID from the beginning of the name (as DIIMS will append the new one after creation) 20 DIIMS Records Classifier Guide

22 Section 2: Creating New Files and Volumes b. Update the Vol # at the end of the name (If this is Volume 2, then change the value from 1 to 2. Delete Update Original Name: New Systems File - VOL 1 Updated Name: New Systems File - VOL 2 5. Update the other values on the form accordingly for the new volume (IE: From Dates, etc) 6. Ensure that the Generate Label box is checked and a label is selected from the list. This will add the label to the label batch print. 7. Click on Add when done. New Volume 2 8. If the previous volume is to be closed, then the To date will need to be updated. a. Click on the Function dropdown next to the Volume that needs to be closed and select Properties Specific b. Enter a To Date and click Update Function menu for first volume Closed date for volume SO Closed date (optional) 21 DIIMS Records Classifier Guide

23 Section 3: Updating Files 3. Updating Files You can edit the records information associated with a managed DIIMS item. You can modify the record, status, receive and review dates, status, essential, and storage medium codes, and the accession. You can make the object Official, edit information about the origin of the object, such as the author, organization, addressees, and subject, and you can also edit the frequency at which updates occur. 3.1 Renaming or a File Folders and Volumes (physical file folders) inherit their file name from the RM Classification. So, to change a file name, the changes must be made to the Classification. Note: If you rename a folder or volume, DIIMS will overwrite your changes with the existing RM Classification title. 1. Search for the Classification whose name or title needs to be changed. See section and above for more information on how to locate the RM Classification. 2. To edit the name for an existing file number, click the Functions menu next to the file number and click Rename. Function menu 3. Change your file name in the Name box. Ensure that the File Number remains in front of your subject. Do not change file number 4. Click on Update to save your changes 5. Within 2 minutes, DIIMS will auto-update on the linked Folder and Volumes to reflect the name change in the title. 22 DIIMS Records Classifier Guide

24 Section 3: Updating Files 3.2 Re-numbering a File Folders and Volumes (physical file folders) inherit their file number from the RM Classification. So, to change a file name, the changes must be made to the Classification. Note: If you renumber a folder or volume, DIIMS will overwrite your changes with the existing RM Classification number. 1. Search for the Classification whose file number needs to be changed. See section and above for more information on how to locate the RM Classification. 2. To change the file number for an existing file, click the Functions menu next to the file number and click Properties - Specific. Function menu 3. Change the number in the File Number box. Ensure that the number is added after the dash - (-72). Note: you must choose a number that is not already in use. Old Tertiary Number New Tertiary Number 4. Click at the bottom of the page. A box will appear displaying the number sub-items that have been updated. 5. Click on the OK button at the bottom of the box. 6. Within 2 minutes, DIIMS will auto-update the Folder and Volume names to reflect the number change. Box showing updates 23 DIIMS Records Classifier Guide

25 Section 4: Searching 4. Searching When information is stored in the DIIMS Repository, DIIMS creates a full-text index. The DIIMS search engine gathers information, analyses it and then stores the data to facilitate accurate information retrieval. 4.1 Searching Overview DIIMS allows you to search most of the data fields for documents, classifications, folders, volumes, and boxes. It also performs full-text searches on the content of electronic documents. There are two ways to search DIIMS: the Quick Search and the Advanced Search. The quick search is available from most locations within DIIMS. The Advanced Search is available from a link in the quick search panel. More information about Quick Searches and Advanced Searches is found below Search Options Information about where to use these search options is found in sections 4.2 and 4.3 below. 1. The Select Search Type Filter The Select Search Type Filter defines the type of search that DIIMS performs Search Type Full Text Nickname Natural Language Query Action Result Searches the full text of documents as well as the metadata. This is the default search type. Searches for items that have a nickname applied to them in the item s Properties page. Queries DIIMS using natural language (i.e. a question). DIIMS identifies keywords from your question and uses them to search the index. Found in Advanced Search only. 2. The Slices or Search Location Filter The Slice filter narrows the search to the current location in DIIMS and any objects located below. For example, if you have navigated through the Enterprise Workspace to the Administration section folder, you are in the Administration slice. Search Slice From Here From Here (Expanded) Enterprise Enterprise (Expanded) Action Result Searches information contained within the current slice and all inherited information. By default, Quick Search only searches the current slice. Retains the slice parameters and opens the Advanced Search page. Includes the latest versions of all information stored in the DIIMS Enterprise Workspace and the user s Personal Workspace, regardless of which slice you start in. Includes all information in the Enterprise and Personal Workspaces, and the current and previous versions. 24 DIIMS Records Classifier Guide

26 Section 4: Searching 3. The Mode Filter The Mode filter tells DIIMS how to handle multiple search terms. Search Mode All Words Any Words Exact Phrase Complex Query Action Result If you use multiple words in the search criteria, DIIMS will only return results that have all of the words in the properties data or content text. This is an AND search. If you use multiple words in the search criteria, DIIMS will return results that have any one of the words in the properties data or content text. This is an OR search. If you use multiple words in the search criteria, DIIMS will only return results that have all of the words in the same order that you typed them. This is used for queries that have multiple search operators. 4. The Modifier Filter The Modifier filter tells DIIMS how to modify the search criteria to get the desired search results. Search Modifier Action Result None Does not apply a modifier to the search. Synonyms of Looks for synonyms of the word typed in the search criteria. Related to Looks for information that is related to the search criteria. Sounds like Looks for homonyms Word begins with Looks for words that start with the letters typed in the search criteria. Word ends with Looks for words that end with the letters typed in the search criteria. 5. The Object Type Filter Narrows the search to an application type or type of object or container. Search Objects Everything Folders Documents Boxes Volumes Classifications Collections Images Text Files Zip Archives Action Result Searches every item in DIIMS. Searches for volumes only. Searches for documents only. Can be narrowed to a specific document type, e.g. , Word document, etc. Searches for boxes only. Searches for volumes (physical file folders) only. Searches for classifications only. Searches for collections only. Searches for images only. Searches for text files only, e.g. HTML documents or.txt files. Searches for.zip files only. 25 DIIMS Records Classifier Guide

27 Section 4: Searching 6. The Created By Filter The Created By filter narrows the search to a specific creator or group of creators. Search Creators Anyone Created by me Created by my group Action Result Searches for information entered into DIIMS by anyone. Searches for information that has you designated as the creator. Note: information that was imported from DIIMS may recognize the system administrator as the creator. Searches for information that has you or one of your coworkers designated as the creator. Note: information that was imported from irims may recognize the system administrator as the creator. 7. The Modified Date Filter The Modified Date filter narrows the search based on the date that the item was last modified. Search Modified Date Action Result Anytime Searches on all items in DIIMS regardless of when they were last modified. Modified in the Past Day Searches on all items that were modified in the past 24 hours. Modified in the Past Week Searches on all items that were modified in the past 7 days. Modified in the Past Month Searches on all items that were modified in the past 31 days. Modified in the Past Year Searches on all items that were modified in the past 12 months. 8. The Search Criteria Operators Search operators allow you to perform complex searches on the information in DIIMS. Operators What it means Action Result Pipe ( ) OR Finds the first word OR the second word. Committee Group Finds anything that has the word Committee or the word Group in it. Ampersand (&) AND Finds the first word AND the second word. Committee & Group Finds anything that has both the word Committee and the word Group in it. Quotes ( ) Exact Phrase Finds the words in the order that they appear. Working Group Only finds items that have the phrase Working Group in their properties or content text. Asterisk (*) Wildcard Used to replace one or more letters. Commit* Finds Commit, Committed, Committee or Committees. 26 DIIMS Records Classifier Guide

28 Section 4: Searching Operators What it means Action Result Ampersand Exclaimation (&!) And-Not Finds all instances of the first word but excludes any results that contain the second word. Committee &! Meeting Finds all instances of the word Committee but excludes any results that also contain the word Meeting 4.2 Performing a Quick Search A Quick Search can be performed from almost anywhere in DIIMS by using the Search Field and Search Panel located in the upper right hand corner of the DIIMS window. Search Field Drop-down for Search Panel 1. Navigate to the location where you would like to begin your search. I.E. If you want to search a specific section of ARCS or ORCS, go to that folder in the Enterprise Workspace folder hierarchy. 2. Type in your search terms in the Search Field next to where it says, Search DIIMS for. 3. Go to the drop down arrow after the search DIIMS for query at the right hand side of the screen and choose your options from the Search Panel. The dropdown will give you options to help you set your criteria and narrow your search. 4. Within the Search Panel, there are further dropdowns to tighten the search criteria even more. The more information you provide through the dropdown search criteria, the more likely you are to get the desired result. For example, if you know you are looking for an , specify that, and the search will be limited to s. While it is not 27 DIIMS Records Classifier Guide

29 Section 4: Searching necessary to complete all the dropdown options, the more you specify, the more likely you are to get the result you are looking for. See section 4.1 above for a description of all of the search options. 5. Click on the Go button or press the Enter key. DIIMS will display the Search Results Page. 4.3 Viewing the Search Result Page The images and table below provide an overview of the search results page. The search results are presented in a list. Sorting and display tools help you modify the way that the search results are displayed. The Select Actions Menu lets you perform certain actions on selected items in the search results DIIMS Records Classifier Guide

30 Section 4: Searching 1 Search Results Displays the results of your search. The amount of information shown will vary depending on how have set up your search display. The default search results view shows the following information: Type shows an icon for the item type Name displays the item s name Location displays a breadcrumb trail showing where the item is stored in DIIMS Relevance displays a percentage based on a calculation of how well the item meets your search criteria Size displays the size of the item Created By displays the name of the user who created the item Date displays the date of the item Hit Highlight shows where the search criteria appeared in the document Find Similar runs another search to find similar items 2 Sorting Options Relevance sorts the results according to a calculation of the significance of the item to your search criteria. Multi-Field lets you select multiple fields to sort on Created by sorts the results by creator Date lists the results by date Departments: Department Name sorts the results by the department that owns the information Departments: Division Name sorts the results by the division (Prefix) that owns the information From sorts the results according to the sender of an To sorts the results according to the recipient of an Location sorts the results according to the storage location of the item Size lists the results by size 3 Search Tools Gives you the option to save your search 4 Select Display Type Gives you the option to change the way the search results page is displayed. 5 View Gives you the option to increase or decrease the amount of information 6 Select Action Menu being shown for each item in the search results. Provides a set of actions that can be performed on selected items from the search results. 4.4 Personalizing the Search Page Display DIIMS lets users personalize the way that the Search Results Page appears on their computer. To modify the Search Results Page Display: 1. From the Search Results Page, open the drop down menu on the right hand side of the page that says Select Display Style. 2. Pick one of the display styles listed or pick Edit the Display Options. This will open the Display Options Page, shown below. 29 DIIMS Records Classifier Guide

31 Section 4: Searching 3. Customize any of the following options: a. Style selects the basic style of the search results page. There are several styles to choose from. b. Number of Results select how many items to list on a search results page. c. Show Summaries/Descriptions show item summaries, item descriptions, or both. d. Show Key Phrases select to show keywords in a document. e. Show Full Path in Location selects how long the location breadcrumb trail will be. f. Results Fields select which fields can be displayed on the Search Results Page. Some results may only appear if More Detail is chosen on the Search Results Page. g. Sort By choose the default sort method. 4. Click on Apply to apply the settings and return to your search. Click on Save Search Results Template to save the settings for future use. 30 DIIMS Records Classifier Guide

32 Section 4: Searching 4.5 Saving Your Search Results DIIMS gives users several options for saving their searches or their search results Saving a Search as a Query Once you have located the information that you were seeking, you can save the search criteria and store it in a folder for future use. DIIMS saves the search as a query, which can be re-used by you and any co-worker who has permission. Each time you click on the query, a new search is generated based on the saved search criteria. An updated search result is provided. 1. Generate a search. 2. In the Search Results page, click on the Search Tools drop-down and select Save Your Search. 3. The Save Search Query page opens. 4. Complete the Save Search Query page: a. Name enter a descriptive name. b. Description enter a concise description of the query. c. Categories leave blank. d. Create in browse for the location in DIIMS where the query should be saved. Queries saved in the Personal Workspace will only be available to the user who created it. Queries saved in the Enterprise Workspace will be available to all users who have permissions to view the folder. 5. Click Add. The query appears in the folder. It also appears in the My Queries tab of My Reports. 6. To run the search again, navigate to the folder where it is saved and click on the link. 31 DIIMS Records Classifier Guide

33 Section 4: Searching Saving Snapshots In addition to saving a search, you can also save the search results. The saved search results are called a Snapshot. 1. Generate a Search 2. On the Search Results Page, select the Include check box beside each search result that you want to add to the snapshot. Check the Include box next to the Select Action drop-down menu to select all of the results on the page. Include check boxes 3. Open the Select Action drop-down menu and select Save Your Results. The Search Result Snapshot page opens. 4. Complete the Search Result Snapshot page page: a. Name enter a descriptive name. b. Description enter a concise description of the query. c. Categories leave blank. d. Create in browse for the location in DIIMS where the query should be saved. Queries saved in the Personal Workspace will only be available to the user who created it. Queries saved in the Enterprise Workspace will be available to all users who have permissions to view the folder. 5. Click Add. The Snapshot appears in the folder where you saved it. It also appears in the My Snapshots area of your Personal Workspace. 6. To view the Snapshot, navigate to the location where it is saved and click on the link. 32 DIIMS Records Classifier Guide

34 Section 4: Searching 4.6 Finding Specific Information within your Search Results DIIMS provides several tools to help you locate the specified information within your Search Result page: 1. Hit Highlighting a. Highlights the specified criteria within the body of the item. b. Available for documents, topics, replies and item summaries. 2. Themes a. Identifies the authors, locations, dates and topics that occur most frequently in your search results Hit Highlighting To activate Hit Highlight: 1. Generate a search. 2. From the Search Result page, select Hit Highlight from the Functions menu for the document, topic or reply. 33 DIIMS Records Classifier Guide

35 Section 4: Searching 3. DIIMS will open the Hit Highlighting window. The window displays a preview of the document with the search results highlighted in yellow. 4.7 Advanced Search If the Quick Search does not provide sufficient options to define the search criteria and scope, the Advanced Search tool provides further choices to broaden or narrow the search parameters. The Advanced Search tool displays a list of search filters grouped by information types (metadata), which facilitates the specification of criteria. An advanced search can include as many search filters as necessary to define the parameters of the search, e.g. use the Text Filter to define content, and the System Attributes to define the author s name Opening the Advance Search Page 34 DIIMS Records Classifier Guide

36 Section 4: Searching To open the Advanced Search Page, click on the Advanced Search Link from the Quick Search Search Panel. Click here to open the Advanced Search Page Using Full Text Search Options To perform an Advanced Search using Full Text search options: 1. Click on the Advanced Search link in the Search Panel. See Section above. Full Text Window 2. In the Full Text window, select one of the following options: (See Section 4.1 for more information about the options.) a. Look For i. All Words 35 DIIMS Records Classifier Guide

37 Section 4: Searching ii. Any Words iii. Exact Phrase iv. Complex Query b. Modifiers i. Related to ii. Sounds Like iii. Synonyms of iv. Word Begins with v. Word Ends with c. Within i. All searches both the item properties and the content of documents ii. Content searches content only iii. Metadata searches item properties only 3. Click Search, or continue to define the advanced search criteria with the Advanced Options in the left pane Using System Attributes Search Options System attributes are item data (properties), such as user information and date information, which are automatically collected and tracked by DIIMS. You can use these metadata to define your search parameters. To search on system attributes: 1. Click on the Advanced Search link in the Search Panel. See Section above. 2. If the System Attributes search options are not already displayed on the Advanced Search Page, select the System Attributes filter from the Add to Search Form list on the left hand side of the search page. DIIMS displays the System Attributes filter. System Attributes Search Fields Pick additional fields 3. In the Object Type dropdown list, select from an this item. list 36 DIIMS Records Classifier Guide

38 Section 4: Searching 4. If you wish to search for items created by a particular DIIMS user, go to the Created By field and click Find User. The Select a User window appears. Enter the user name of the author. 5. Note: when you need to identify more than one value in a filter, click the sign to the right of the value field. a. Click on the plus and minus signs to add further attributes to the search options. 6. Click Search to generate the search Searching on Categories When saving corporate information to DIIMS, business users have the opportunity to apply categories and attributes to the information; this facilitates defining the search parameters to identify and retrieve information. The categories set up in DIIMS are mainly department and division names. To search on Categories and Custom attributes: 1. Click on the Advanced Search link in the Search Panel. See Section above. 2. In the Advanced Search page, select the Categories filter from the Add to Search Form options (in the left pane). DIIMS displays the Categories page. 3. Click Select on the category you want to search. The category filter appears in the Search pane. The attributes attached to the category display within the Category pane. 37 DIIMS Records Classifier Guide

39 Section 4: Searching 4. Select the attributes for the search parameters. Click the to add or to remove attributes values for each attribute. 5. Click Search. The Search Results Page displays the list of results Searching Files (Classifications) and Saving to Favourites To search for files: 1. Click on the Advanced Search link in the Search Panel. See Section above. 2. In the Advanced Search page, select the Classification filter from the Add to Search Form options on the left side of the window. The Classification window opens. 38 DIIMS Records Classifier Guide

40 Section 4: Searching 3. Select a Classification and check Sub-Classifications to broaden the search parameters (optional). 4. Click Search. The Search Results Page displays the list of results that meet the criteria. 5. Select the search results from the search results page list, and then select Save your Results from the Select Action drop-down list. 6. Navigate to your Favourites, and then select Favourites Searching using the Natural Language Query Another search tool that DIIMS provides is the Natural Language Query. Unlike keyword extraction queries, DIIMS uses a rules-based natural language query, DIIMS Aware, to define the search criteria based on a set of rules. You may enter one or more lines of text in the Natural Language Query text box. DIIMS identifies the key phrases, and then searches for items that contain some or all of the specified terms. It is best used for queries that involve people, dates and DIIMS items, such as documents, presentations and folders; otherwise, the system reverts to a keyword extraction method. 39 DIIMS Records Classifier Guide

41 Section 4: Searching To perform a Natural Language Query: 1. Click on the Advanced Search link in the Search Panel. See Section above. 2. In the Advanced Search page, select Natural Language Query from the Add to Search Form options on the left hand side of the page. The Natural Language Query section displays in the Advanced Query page. 3. Enter a question or text in the Natural Language Query text box. 4. Select Keyword Extraction from the Mode dropdown list. 5. Click Search. The Search Result page displays a list of items that match the criteria Searching Physical Item (Box & Volumes) Attributes When performing advanced searches in DIIMS, you can narrow your search to Physical Item Attributes by selecting the Physical Items Attributes link under the Search tab. From the Additional attributes drop-down, you can select physical items attributes to refine your search. Attributes include: Location Box Facility Box Temp ID Transfer ID Box Area 40 DIIMS Records Classifier Guide

42 Section 4: Searching 4.8 Search Examples 1. Display all Volumes in a certain Location that has a File Number that starts with 62*. 2. Search all Boxes under a specific Transfer ID (ie:5200) 41 DIIMS Records Classifier Guide

43 Section 4: Searching 3. Search all Boxes under a specific Department & Division that were created in the Past Week 4. Search all Boxes or Volumes that a certain User created Today 42 DIIMS Records Classifier Guide

44 Section 4: Searching 5. Search for all Classifications that begin with with a specific Keyword (IE: irims) 43 DIIMS Records Classifier Guide

45 Section 5: Records Centre Requests 5. Records Centre Requests 5.1 Request a Physical Item (Volume or Box) Follow the steps below to request a physical item (volume or box) from the records centre. 1. Search for the box or volume that you would like to request (see Section 4 Searching) 2. Once you find your volume or box, click on the Function dropdown and select Properties Circulation 3. This will bring up the Circulation Tab of the select item a. Note: if the item is already charged out, it will display the information in the Borrowed By and Borrowed Date fields. 4. To request this item, click on the Function dropdown next to the Unique ID and select Request. This will open a request form. 44 DIIMS Records Classifier Guide

46 Section 5: Records Centre Requests 5. Fill in the request form a. Indicate the request type (either 30 day Charge Out, or Permanent Return). i. Charge Out = the item will be kept for a maximum of 30 days and then returned to the records centre. ii. Permanent Return = item cannot be sent back to the Records Centre unless it is relisted under a new transfer. b. Add any additional information in the Request Comments field. c. Other fields do not need to be filled in. 6. Click on Submit and the request will be ed to Records Management. Records Management will contact you when your item is ready for pick up unless you have stated otherwise. The item will have a copy of your request form attached to it. Do not remove this form. Important Information to Know about Retrievals Retrieval requests are sent when you click on the submit button. DIIMS does not provide you with a copy of your request. To view your requests, see section 5.2 below. Retrieval requests are not sent for items that are not in the records centre. Verify the location of the item and the circulation information before making the request. 45 DIIMS Records Classifier Guide

47 Section 5: Records Centre Requests 5.2 Reviewing Items Charged Out to You DIIMS keeps track of the items that you have charged out from the records centre. It only lists items that are charged out as a regular retrieval. It does not list permanent returns. To find out which volumes and boxes DIIMS has listed as charged out to you: 1. Go to your Personal Workspace. 2. Open the list of workspace locations and pick Borrowed Items. 3. DIIMS will open the Borrowed Items page, which lists all of the boxes and volumes (file folders) that are charged out to you. 5.3 To Cancel a Physical Item (Volume or Box) Request Follow the steps below to cancel a physical item (volume or box) request from the records centre before you have received it from the records centre. Note: Cancelling a request is not the same as returning the item. To return an item to the records centre, deliver or mail it to the records centre. The records centre technician will cancel the request after the item has been returned to the records centre shelves. 1. Search for the box or volume that you would like to cancel (see Section 4 Searching). 2. Once you find your volume or box, click on the Function dropdown and select Properties Circulation. 3. To cancel the request for this item, click on the Function dropdown next to the Unique ID and select Request. 46 DIIMS Records Classifier Guide

48 Section 5: Records Centre Requests 4. If there is a request for this item, it will be displayed under the List of pending requests. 5. Click on Cancel Request to cancel your request. Click here to cancel the request 5.4 To Return an Item to the Records Centre Volumes (physical file folders) and boxes can be returned to the records centre either in person, by delivering them via a courier, or by sending them through internal mail. Note that internal mail has limits on the number of boxes that they will pick up. In Yellowknife, send the items to Records Management, WHSE. In Inuvik, Fort Simpson, Fort Smith, and Hay River, send the items to the records centre contact. The Records Centre staff will cancel your circulation request after the item has been returned to the records centre shelves. 47 DIIMS Records Classifier Guide

49 Section 5: Records Centre Requests 5.5 To Request Multiple Physical Items To request multiple physical items: 1. In a Collection (See section 6.3 for more information) or search results screen, select the check box next to each physical item you want to request. Check boxes to select items to retrieve 2. Click Request Physical Items in the More Actions drop-down list. 48 DIIMS Records Classifier Guide

50 Section 5: Records Centre Requests 3. Fill in the request form a. If not defaulted, search for your name, or a user for whom you want to request the item. b. Indicate the request type (either 30 day Charge Out, or Permanent Return) i. Charge Out = a record will be kept for 30 days and then returned to the records centre. ii. Permanent Return = record cannot be sent back to the records centre unless it is relisted under a new transfer. c. Add any additional information in the Request Comments field. d. Other fields do not need to be filled in. 4. Click on Submit and the request will be ed to Records Management. Records Management will contact you when your items are ready for pick up unless you have stated otherwise. Your items will have a copy of your request form attached to them. Do not remove this form. 49 DIIMS Records Classifier Guide

51 Section 6: Transfer Boxes to Records Centre 6. Transfer Boxes to Records Center The following describes the process for entering boxes into DIIMS and preparing them for approval by your department s records coordinator. 6.1 Find Boxes Navigate the folder structure within the Enterprise Workspace until you see the _Boxes folder. Boxes folders are located in each Division or Prefix folder. 6.2 Create Boxes 1. Click Add Item Physical Item from within the _Boxes folder. Add Items button 50 DIIMS Records Classifier Guide

52 Section 6: Transfer Boxes to Records Centre 2. Fill in the fields on the Profile Form. Not all fields need to be filled out. See descriptions below. a. Name: Name of the Box (normally box contents Box ID will be appended to beginning of name after the box is created) b. Description: General Box description c. Physical Item Type: Box d. Home Location: Initial Location of Box (your building this will be updated after it s received at the Records Centre). This field can be defaulted in your personal settings Tools Settings Physical Objects e. Number of Copies: 1 f. From / To Dates: fields identify the range of dates covered by material stored in this Box. (In the From field, enter the date of the earliest dated folder in the box. In the To field, enter the date of the latest dated folder in the box) g. Locator Type: The Standard GNWT Box type is BOX. Do not leave this field blank or as the Box can t be added to a Transfer without this code selected. h. Box Client: Select the button and enter the Box Client. This field can be defaulted in your settings Tools Settings Physical Objects. i. Temporary ID: Enter a Temporary ID for your box if necessary. Temporary ID s should be consecutive numbering i.e. 1,2,3 etc. (If creating Transfers, this field is used to facilitate the process by identifying sets of boxes that belong to each individual transfer) 51 DIIMS Records Classifier Guide

53 Section 6: Transfer Boxes to Records Centre j. Record Type: is used to identify whether the file folders contains original documents, or copies. It is important to identify this as the retention and disposition for original versus copies is significantly different. k. S/O Date: The S/O Date identifies the Superseded or Obsolete date of the Box. This field is only used if the retention trigger is S/O and the date is different the TO Date of the Box. l. RSI: select the correct Retention in this field. The Box Retention code is used to process the entire box of files. The information for this field comes from the file with the longest or furthest disposition date. m. Status: Leave ACT. This will be changed to SA once the box is received at the Records Center n. Status Date: Enter today s date o. RM Disposition Number: Leave Blank For PWS Records Management Use p. Disposition Type: Leave Blank For PWS Records Management Use q. Destroy Date: Leave Blank For PWS Records Management Use r. Generate Label: Check the Box if you want a label. (Note: this label will not have the transfer ID) s. Label Type: Select _GNWT Box Label t. Security Clearance Level: Default is UNC u. Classifications: Do not modify v. Categories: Do not modify w. Create In: Leave as _Boxes 3. Click on Add Reset Cancel or Create Another. a. will save this box and bring you back to the _Boxes folder. If you are only creating 1 box, click on Add when finished. b. will reset the box insert form to it s default values c. will cancel box creation d. will create the current box, and open a new box Insert form with all the fields pre-populated with the values that have just been entered. i. If all data is the same, ensure the Temporary ID should be consecutive numbering i.e. 1,2,3 etc. 4. If there are more boxes to be created select Create Another and follow the steps for data entry. 52 DIIMS Records Classifier Guide

54 Section 6: Transfer Boxes to Records Centre 6.3 Add boxes to a new Collection 1. Find the boxes that you just created. Easiest method is to go the _Boxes folder and then sort the columns by Modified Date (click on the Modified header) to display the boxes that have just been created. The new boxes will have a new icon next to them. Click here to sort on modified date. 2. Select your Boxes and click on Collect. The create collection page will appear. Collect button Click on check box to select boxes for collection 3. Click the Select dropdown and choose Create New Collection a. Name: Enter a descriptive name that includes your name and date b. Description: Enter description of the collection c. Categories: Leave Unchanged d. Create In: Ensure that _Boxes is selected. If you do not save it in the _Boxes folder, your department s records coordinator may not be able to find it to review the boxes. Note: DIIMS will Add button default to the last place you created a collection. 53 DIIMS Records Classifier Guide

55 Section 6: Transfer Boxes to Records Centre 4. Click Add. 5. Click on Submit. Submit button 6. Click on OK. OK button 6.4 View Collection 1. To view the collections, select the Content Filter dropdown from within the _Boxes folder and choose Collections. This will filter out everything except collections 2. Click on your collection name to view the contents. 54 DIIMS Records Classifier Guide

56 Section 6: Transfer Boxes to Records Centre 6.5 Add Volumes to Boxes If you are not using DIIMS to manage your active files then please proceed to section 6.6 Records Coordinator Step below. If you are using DIIMS to manage volumes contact Records Coordinator to run Active Folders Ready for Transfer report before you pack the boxes. 1. Go to the _Boxes folder for your division and search for your collection. See section 6.4 above. 2. To add Volumes to the boxes, click on the first box in your Collection 3. Click on Assign to Box This will bring up the form to add Volumes to the box. 4. You can browse for a single volume within DIIMS but this is not recommended. It is recommended that you have your Volumes in front of you when performing this task. 5. Once you have the Volumes in front of you, click in the Unique ID List and either scan the barcode, or manually enter the Volume ID. Volume barcode to scan Volume ID a. Note: as you enter or scan the volumes, make sure that each unique volume ID is on a new line in the Unique ID List. You may have to type enter after each one. b. Another option is if you already scanned your Volume IDs to a text file (one folder ID per line), then you can browse for that file and upload it to DIIMS. 55 DIIMS Records Classifier Guide

57 Section 6: Transfer Boxes to Records Centre 6. To update all Volume data to match the box data (IE: location) then ensure the box is checked under Update item data with box data. 7. Click Update 8. If the Boxing Status is OK then click on Assign. If boxing status is not OK, DIIMS will display a message indicating what the error is. 9. The Volume(s) are now assigned to the box. Repeat steps above to add more volumes Records Coordinator Once all boxes have been created, assigned to a collection, and volumes added, the next step is to notify your department s Records Coordinator. 1. Go to the _Boxes folder for your division and search for your collection. See section 6.4 above. 2. To view the collections, select the Content Filter dropdown and choose Collections. This will filter out everything except collections. 56 DIIMS Records Classifier Guide

58 Section 6: Transfer Boxes to Records Centre 3. Click on the Functions menu of the Collection and select Properties - General. 4. Click the Dropdown next to the Short Links and select the Open short link 5. Click OK. This will launch Outlook and create a new message with a link to your collection. 6. Send this to your Records Coordinator and they will review the boxes in your collection. If everything is accurate, he or she will assign these boxes to a Transfer, send you the box labels to apply to each box and arrange with Public Works and Services to have boxes picked up and brought to the Records Center. a. Note: In Fort Smith, Fort Simpson, Inuvik, and Hay River, departments are responsible for hiring the moving contractor to ship the boxes to the records centre. 57 DIIMS Records Classifier Guide

59 Section 7: Working with Labels 7. Working with Labels The following section looks at how to print labels for individual volumes and a batch of volumes. 7.1 Printing Individual Labels 1. To print the label of a newly created Volume, click on the Function dropdown next to the volume that needs a label and select Properties - Labels. 2. This will bring up the Labels tab for that specific volume. a. Pick the type of label that you want under Label Type. In most cases you will want to use the GNWT Standard Folder Label format. b. If multiple labels are needed for the volume, increase the number next to No. of Copies. Select number of copies of the label 58 DIIMS Records Classifier Guide

60 Section 7: Working with Labels 3. Click on. This will create the label and add it to the list below. 4. If a label has already been created for this volume, this message will be displayed. Click OK to overwrite the existing label. 5. Your label is listed below. It is recommended that you Preview your label before it is printed to ensure accuracy. a. Click on the checkbox and select Print Preview Window 6. If the label looks correct, click on. If the label does not look correct, review your File Classification, Folder, and Volume information to make sure that the Volume has been entered correctly into DIIMS. See Appendix A to troubleshoot problems with the labels. 7. Once all labels are printed, ensure that all labels are selected and click on. This will delete the label so it doesn t keep re-appearing and duplicate labels can get printed in error. DIIMS may have already removed the label after you printed it. Remove button 59 DIIMS Records Classifier Guide

61 Section 7: Working with Labels Changing the Location of the Label on the Label Page The GNWT Standard Folder Label format allows you to select the location on the label sheet where you want your label to be printed. This is very useful when you are printing single labels, or have left over label sheets with missing labels. Prior to clicking on Print or Preview enter the starting position for the label (E.G.: 3). This will print the label on the 3 rd spot on the page. Continue to follow the steps outlined in section 7.1 above for printing the label. 60 DIIMS Records Classifier Guide

62 Section 7: Working with Labels 7.2 Printing Batch Labels These steps outline the process to print volume labels that have been assigned to your batch when creating new volumes. 1. Click on the Enterprise dropdown, and select Physical Objects 2. Click on Batch Labels 3. Click on Search and Print Generated Labels. 4. This will open the Label Search page (see next page). 61 DIIMS Records Classifier Guide

63 Section 7: Working with Labels 5. Select the Label Stock used. The GNWT Standard Folder Label uses Avery 5164 labels (3.3x4, six per sheet ). 6. Select the Label Type used. In most cases you will want the GNWT Standard Folder Label format. 62 DIIMS Records Classifier Guide

64 Section 7: Working with Labels 7. Click Search. 8. All labels that are in your batch will be displayed. Select label starting position. Check boxes to select labels to print 9. To select all labels, click on the first check box 10. If a different label start position is desired, enter the default start position. See section above for more information about starting positions for labels. 11. It is recommended that the labels are Previewed before printing to ensure desired results. Print Preview button 63 DIIMS Records Classifier Guide

65 Section 7: Working with Labels 12. If everything is OK, click Print. If the labels do not look correct, review your File Classification, Folder, and Volume information to make sure that the Volumes have been entered correctly into DIIMS. See Appendix A to troubleshoot problems with the labels. 13. Once all labels are printed, ensure that all labels are selected and click on. This will delete all of the labels that were in your batch so they don t keep re-appearing and duplicate labels can get printed in error. 7.3 Reprinting Large Numbers of Labels (Generating Labels) If for some reason you need to re-print a lot of labels, you can do a search and have the system regenerate the labels. 1. Click on the Enterprise dropdown, and select Physical Objects 2. Click on Batch Labels. Then click on Generate New Labels. This will open the Generate labels form. 64 DIIMS Records Classifier Guide

66 Section 7: Working with Labels 3. Search for the labels by filling out the search fields or by entering the Volume ID numbers into the Unique ID List. 4. Select the label type and the number of copies. 5. Click on Generate to create the labels and add them to your batch. 6. See section 7.2 above for information about printing labels from your batch. 65 DIIMS Records Classifier Guide

67 Section 7: Working with Labels 7.4 Reprinting a Single Label To re-print a label for a single volume: 1. Search for the volume that needs a new label (See section 4, above for more information about searching). 2. Open the function menu for the volume. Select Properties and then select Labels. 3. Select the type of label, the number of copies, and the starting position on the page. 4. Click Generate. a. You may be prompted to overwrite an existing label. Click Yes. 5. Select the label and click Print. The label will be printed. 6. To clear the label from your batch so that it does not print again, open the function menu for the volume. Select Properties and then select Labels. Select the label and click on Remove. DIIMS may have already removed the label when you printed it. 66 DIIMS Records Classifier Guide

68 Section 8: Printing Reports 8. Printing Reports There are various reports that can be printed based on data that has been entered into DIIMS. The most commonly used reports are described below. Additional reports will be added to DIIMS if there is demand for them. To access Reports: 1. Click on the drop down menu. 2. Click on the _Records Classifier Reports link this will open a new window and take you to the DIIMS Reporting Tools 3. The reports are grouped by Box Reports and File Reports 67 DIIMS Records Classifier Guide

69 Section 8: Printing Reports 8.1 Box Reports The Box reports provide information about Boxes Box Inventory Listing This is a generic box inventory listing displaying all volumes in box with associated data. Report will only work if you have box contents (ie: volumes in the box). Report Parameters The Department and Division(s) parameters are pre-populated based on your access rights in DIIMS (may have multiple Divisions). 1. Select a Transfer ID (filtered by Department/Division) 2. Select All or Individual Boxes 3. Click on Show Report Sample Report Output 68 DIIMS Records Classifier Guide

70 Section 8: Printing Reports Box Location Status Listing This is a box report that lists all boxes under a specific Transfer ID and their location & status. Report Parameters The Department and Division(s) parameters are pre-populated based on your access rights in DIIMS (may have multiple Divisions). 1. Select a Transfer ID (filtered by Department/Division) 2. Select All or Individual Boxes 3. Click on Show Report Sample Report Output 69 DIIMS Records Classifier Guide

71 Section 8: Printing Reports Box Listing - Grouped by Transfer ID This is a box report that lists all boxes under a specific Transfer ID along with associated data (IE: From/To dates, disposition date, etc.). Report Parameters The Department and Division(s) parameters are pre-populated based on your access rights in DIIMS (may have multiple Divisions). 1. Select a Transfer ID (filtered by Department/Division) 2. Select All or Individual Boxes 3. Click on Show Report Sample Report Output 70 DIIMS Records Classifier Guide

72 Section 8: Printing Reports Box Retention Chooser This report will help you determine what Retention Period should be assigned to the Box along with the Box "From/To" dates. The recommended RSI will be greyed out. Report Parameters The Department and Division(s) parameters are pre-populated based on your access rights in DIIMS (may have multiple Divisions). 1. Select a Transfer ID (filtered by Department/Division) 2. Select All or Individual Boxes 3. Click on Show Report Sample Report Output 71 DIIMS Records Classifier Guide

73 Section 8: Printing Reports 8.2 File Reports The File Reports provide information about Volumes (physical file folders) that have been entered into irims Active Folders ready for Transfer This report will list every volume that is ready to be transferred to storage, or that is ready for immediate disposition. This report can be filtered by Disposal Method, Folder Location, and by ARCS/ORCS. The "Transfer End Date" is defaulted to the end of the month. This date is used to calculate which folders are ready to transfer. The report is grouped by "Transfer Type (Transfer to Storage, or Disposition from Department), then by Division, ARCS/ORCS, Disposal Method, Date Grouping (this groups the folders with similar disposition dates for folders that are ready for transfer to storage). The report is sorted by File Number then by Volume #. Report Parameters The Department and Division(s) parameters are pre-populated based on your access rights in DIIMS (may have multiple Divisions). The Transfer End Date is defaulted to the end of the current month. 1. Select a Disposal Method a. DES Destruction (D) in the ARCS/ORCS retention schedules. b. ASD Archival Selection/Destruction (AS/D) in the ARCS/ORCS retention schedules. 2. Choose your folder (volume) locations a. One or more locations will be listed, usually by a building code that is specific to your department. i. DEP in the department (not in the Records Centre) ii. RC-YK, RC-IN2, RC-SI, RC-SM, RC-HR and similar location codes for the various records centres 3. Select ARCS, ORCS, or All. 4. Click Show Report. 72 DIIMS Records Classifier Guide

74 Section 8: Printing Reports Sample Report Output 73 DIIMS Records Classifier Guide

75 Section 8: Printing Reports File and Volume Listing Grouped by Primary This report will generate a File and Folder listing grouped by Primary Number. This report can be filtered by ARCS/ORCS, Sections (IE: HR, Finance, etc), and by Folder Location. After you select "ARCS or ORCS", your choices will appear under the "Sections". The report is grouped by "ARCS/ORCS", then by Section, Primary, and File Number. It will display all File Numbers that have volumes under each Primary. Report Parameters The Department and Division(s) parameters are pre-populated based on your access rights in DIIMS (may have multiple Divisions) 1. Select ARCS or ORCS 2. Select the Sections you want to report on. (After you select "ARCS or ORCS", your choices will appear under the "Sections") 3. Choose your Folder Locations 4. Click Show Report Sample Report Output 74 DIIMS Records Classifier Guide

76 Section 9: Customizing your Personal Workspace 9. Customizing your Personal Workspace 9.1 Getting to Know your Personal Workspace My Workspace contains the items you have saved for your personal use. However, the more you use it to store your frequently accessed items, the longer the list becomes. To facilitate the retrieval of your information, the Personal menu organizes your corporate information saved into My Workspace by using filters on specific items. The Personal menu enables you to organize corporate information according to your personal requirements. It groups information into categories for easy access and retrieval. You may also configure how DIIMS displays information in your personal DIIMS user-environment, and define personal contact information that can be seen by other DIIMS users. From the Personal menu, you can view: Menu Item Purpose My Workspace Lists collections of items to which you frequently refer Assignments Lists your workflow assignments and tasks Borrowed Items Lists the physical items that are charged out to you (IE: Volumes, Boxes) Collections Displays a list of shortcuts to DIIMS items to which you frequently refer Discussions Lists the discussions you have permission see Favorites Lists the items you have identified as frequently used My Groups Lists the groups of which you are a member My Profile Displays your user contact information and other information you wish to supply News Lists the news channels to which you have access Notification Lists the notification reports and configuration options Projects Lists the projects in which you are involved Prospectors Displays all prospectors you have saved to My Workspace Recommendations Lists items or users the system has identified as of interest to you 75 DIIMS Records Classifier Guide

77 Section 9: Customizing your Personal Workspace Recycle Bin Recycle Bin - Today Reports Reserved Items Search Templates Task Lists Workflows List items that have been deleted but still in the recycle bin. Items in the recycling bin are purged after 7 days List items that have been deleted today but still in the recycle bin. Items in the recycling bin are purged after 7 days Lists LiveReports, queries and snapshots saved to My Workspace Lists the items reserved to you or to one of the groups of which you are a member Lists your search templates Lists the task lists that you have permission to see Lists the workflow tasks assigned to you and all workflows that you initiated or manage 9.2 Managing your Personal Workspace My Workspace is your personal area in which you can save information for your personal use and for quick retrieval. It can also be used to save items that you do not want to share with your colleagues. Only you and the System Administrator may access items saved to your personal workspace. To access My Workspace: 1. From the Global menu, select Personal > My Workspace or My Workspace from the submenu of commonly-used items. My Workspace displays all items saved to My Workspace. 76 DIIMS Records Classifier Guide

78 Section 9: Customizing your Personal Workspace Favorites The Favorites tool is another way to organize information you use frequently. The advantage to using the Favorites tool is the ability to organize your Favorites by groups, which are arranged by tabs. A Favorite can be any item in DIIMS: a classification, a folder, a volume, a collection, or a document. To add an item to your Favorites: 1. From any page in DIIMS, click the item s function menu, and select Add to Favorites. The item is added to My Workspace To View your Favorites 1. Select Personal > Favorites. 2. DIIMS lists the items you identified as Favorites. You can further organize them into groups by creating tabs for each group Organizing Favourites Grouping your information into categories helps you access your information quickly. Within the Favorites page, you can organize your information into groups by using tabs. There are a few things to keep in mind about using tabs: The tabs are only visible when viewing your Favorites through the Web interface. The All tab lists all information in Favorites, including the information in the customized tabs. A customized tab may be configured to be the default tab. A customized tab may be removed. All of the information saved to it will still display in the All tab. 77 DIIMS Records Classifier Guide

79 Section 9: Customizing your Personal Workspace To Create a Favorites Tab: 1. Open your Favorites in your Personal Workspace and click Configure Tabs. DIIMS displays the tab editing and adding window. 2. Click Add Tabs. 3. Enter the name of the new tab. 4. Click Add Tabs to repeat the process for all of the tabs you require. 5. When you have finished creating tabs, select the option for the tab that you wish to make the Default tab. 6. Click Submit to create the tabs. The My Favourites window appears with the new tabs. To Organize Items in your Favorites: 1. Display the All Tab by clicking on the tab. 2. Click Edit/Organize to display the edit options. 3. For each item, click the Favorites Tab Drop Down to select the tab that the item belongs in. 4. Click Submit. The information is saved to your customized tabs as well as the All tab. 78 DIIMS Records Classifier Guide

80 Section 9: Customizing your Personal Workspace Collections Collections allow you to store shortcuts to items in DIIMS. These shortcuts enable you to quickly and easily access the original Content Server items. Collections also allow you to perform bulk operations on collected items. You can collect items from the Workspace or from search results. You may also identify collections as My Favorite collection for quick access. To create a Collection: 1. Create a search (see Section 4 above for information about searching). 2. From the search results page, select the items you wish to add to your collection. 3. Select Add to Collection from the Select Action dropdown list. 4. Select destination collection: Browse Collections to locate the Collection you want to access, or Create New Collection, or use My Favorite Collections which will list any collections listed in your My Favorites. 79 DIIMS Records Classifier Guide

81 Section 9: Customizing your Personal Workspace 5. Click Submit > OK. The items appear in your Collections from the Web and Enterprise Connect interface 9.3 Configuring your Personal Settings The Settings function on the Global menu enables you to modify how you work within DIIMS; you may modify how the page displays information and navigates, change the page color, and update your password to DIIMS. Tabs General Default Start Page Show Item Description on Detail View Navigation style New Indicator Duration Modified Indicator Duration Enhanced Keyboard Accessibility Mode Colour Row Discussion Default Period From Default View Filter Preference Posting Preference Reply Preference View Item Options Archiving Archiving Folder Structure Workflow Workflow Assignments Function Controls which page appears when you log in: Enterprise Workspace, Personal Workspace or About DIIMS Check to display item description on detail view by default Choose hyperlinked or drop-down list Choose the number of days you want the New indicator to appear beside the item Choose the number of days you want the Modified indicator to appear beside the item Enables keyboard functionality and disables Java-dependent commands Defines alternating rows in different colours Displays the time period for discussions to appear Choose either Nested or Report view Choose Topics only, Unread only or All Toggle from Use Content Summary as Subject Toggle from Quote Comments Toggle from Show Threads in Context Not in use. Do not modify settings Starting Page: select General or Overview Proxy : assign a person who will assume your tasks when you 80 DIIMS Records Classifier Guide

82 Section 9: Customizing your Personal Workspace are away from the office Show: configure which assignments to display Options: choose Include workflow assignments on My Assignments page, or Automatically open the next assignment in the same workflow if assigned to me Workflow Statuses Show: Choose All; Initiated or Managed Sort Order: select display order Default My Workflow Tab Choose Assignments (recommended) or statuses Maximum Items Per Page Choose the number of workflows to display per page Password Authentication is done through Active Directory Records Management Records Management Use Physical Objects - Records Management Use 81 DIIMS Records Classifier Guide

83 Appendices Appendix A: Troubleshooting Common Problems Situation 1: My File Label does not have a Title on it Situation: You entered a brand new file into DIIMS and created a volume, but when you printed the label it did not print out with a file number or title on it. Probable Cause: Your folder and volume was not assigned to a Classification. This may happen if the folder and volume was created in your Personal Workspace instead of the Enterprise Workspace. Solution: 1. Delete the volume and folder from DIIMS. 2. Go to section 2 in this manual and follow the steps to create a new tertiary level Classification. 3. Reprint your label. It is possible to move the folder and volume into the Enterprise Workspace and then assign a Classification to it, but most users find that it is easier to delete the incorrect entry and start again. Situation 2: My File Label Has the Wrong Title on It New File Situation: You entered a brand new file into DIIMS and created a volume, but when you printed the label it showed the secondary level title instead of the tertiary level title. Probable Cause: You created the folder and volume in the Enterprise Workspace, but did not first create a new tertiary level classification. As a result, your Folder and Volume inherited the secondary level classification and this is what printed out on the label. This can also happen if you created a folder and volume in your personal workspace. Solution: 1. Delete the volume and folder from DIIMS. 2. Go to section 2 in this manual and follow the steps to create a new tertiary level Classification. 3. Reprint your label. It is possible to create a new tertiary level classification, move the volume over to the folder that was created when the tertiary was created, and then assign the tertiary level Classification to the volume, but most users find that it is easier to delete the incorrect entry and start again. 82 DIIMS Records Classifier Guide

84 Appendices Situation 3: My File Label Has the Wrong Title on It Renamed File Problem 1 Situation: You renamed your file folder but the label prints out with the wrong file title on it. Probable Cause: When you renamed your file, you renamed either the folder or the volume. DIIMS will overwrite changes that you make to the folder and volume with the title from the RM Classification. Since the title that prints out on your label comes from the RM Classification, you have to change the title there in order for the correct title to appear on your label. Solution: 1. Go to Section 3.1 above and follow the steps to rename a file classification. 2. Generate and print a new label for your volume. Situation 3: My File Label Has the Wrong Title on It Renamed File Problem 2 Situation: You renamed the RM classification as described in section 3.1 but the label prints out with the wrong file title on it. Probable Cause: Your original label for the volume is still sitting in your label batch. Solution: 1. Open the function menu for the volume and pick Properties Labels 2. Pick the label type from the drop-down list and click on either Generate or Regenerate. 3. Print the new label. 4. Delete the label from your batch. See Section 7 above for more information about printing labels. 83 DIIMS Records Classifier Guide

85 Appendices Appendix B: Glossary ARCS Box Classification Corporate file plan DIIMS Drawing Enterprise Workspace Folder Function Menu Item Metadata ORCS Personal Workspace Prefix Volume The Administrative Records Classification System. A classification system and retention schedule for organizing and managing administrative records for government departments and agencies. A physical records centre box. Labels can be printed for boxes. An item in the records classification hierarchy from ARCS and ORCS. Used to store information about primaries and secondaries. Also used to create lower levels in the classification hierarchy, such as tertiaries and quaternaries. Folders and volumes in the Enterprise Workspace are linked to the classification structure and inherit retention and disposition from it. The folder structure in DIIMS. This is based on the classification structure of ARCS and ORCS. Digital Integrated Information Management System A physical drawing, map, or plan. Labels can be printed for drawings. A web content based interface that provides users with the ability to manage corporate information, records, and web content contained in DIIMS. Virtual folders that contain electronic documents and other items, such as physical volumes. Equivalent to a folder on a computer drive. Folders in the Enterprise Workspace are linked to a classification from ARCS and ORCS. A menu that displays actions that can be performed on an item. Content stored in DIIMS. For example, an electronic document, folder, volume, or box. Data about data. This is the information that you enter into the item profile screens for classifications, folders, volumes, and electronic documents. Operational Records Classification System. A classification system and retention schedule for organizing and managing operational records for a department or agency. An area in the Web based interface that allows users to customize how they are using DIIMS. A business unit within a department. Prefixes usually consist of a single division or regional office, although some departments assign prefixes to smaller organizational units. Each prefix is uniquely identified by a code, such as PWS09 or EXE01. A typical DIIMS user will have access to only one prefix, although access to multiple prefixes may be provided if there is a business requirement for it. A physical file folder. Information about volumes is stored in a folder that is linked to a classification. Labels can be printed for volumes. 84 DIIMS Records Classifier Guide