EDC Client Software Quick Start Guide

Transcription

1 Version 5.10

2 All rights reserved. No parts of this work may be reproduced in any form or by any means - graphic, electronic, or mechanical, including photocopying, recording, taping, or information storage and retrieval systems - without the written permission of the publisher. Products that are referred to in this document may be either trademarks and/or registered trademarks of the respective owners. The publisher and the author make no claim to these trademarks. While every precaution has been taken in the preparation of this document, the publisher and the author assume no responsibility for errors or omissions, or for damages resulting from the use of information contained in this document or from the use of programs and source code that may accompany it. In no event shall the publisher and the author be liable for any loss of profit or any other commercial damage caused or alleged to have been caused directly or indirectly by this document. Printed: April 2007 in Montreal, QC, Canada Publisher DocuData Software Corporation Managing Editor Joel Brazeau Technical Editors Erick Paquin Cover Designer Erick Paquin Team Coordinator Joel Brazeau Production DocuData Software Corporation

3 Contents 3 Table of Contents Part I 4 1 Introduction Navigating Within... the Application 6 3 Managing Physical... Documents 7 Adding Boxes... To Inventory Adding Files Within... Boxes Printing Barcoded... Labels for Newly Added Boxes & Files Performing Searches... to Locate Boxes and Files Editing Information... About Boxes and File Tracking Document... Circulation Check Out... Items Check In... Items Change of... Hands Placing an Online... Order With Your Off-Site Record Center 12 5 Electronic Document... Management (EDM) SAE Version 18 Electronic Document... Module Overview Interacting Via... EDC Client Software Applications Creating an... Electronic File in EDC Client Software Interacting via... Microsoft Office Applications Microsoft... Outlook Only Features Interacting Via... EDC ActiveWeb Creating a... New Electronic File Folder in ActiveWeb Adding an... Electronic Document to ActiveWeb Modules Description Inventory Tab... Orders Tab... Customer Tab... Management... Tab

4 Introduction EDC Client Software is designed to identify, track, store, retrieve and manage files and boxes on-site in your office and at an off-site record center storage facility. It is designed for active circulation of both files and boxes on and off your premises. The software includes both in-house retention and circulation tracking of all boxes and files. EDC Client Software allows for the indexing of all documents and can perform Boolean and full text searches. It also has the capability of managing, tracking, identifying and retrieving all your physical and electronic documents (EDM Electronic Document Management). EDC Client Software was just installed and it is now time to explore this new environment. The goal of this guide is to establish your first contact with EDC Client Software. It introduces the basic functions and operations that are required to interact efficiently with your off site record center and help you manage, track and store your physical (files and boxes) and electronic (images, s, Word, Excel, PDF s etc...) documents on site in your office. For more information on how to manage active physical documents, images, and electronic documents please consult the online manual that was installed with EDC Client Software. Upon completion, the user will be able to: 1. Identify yourself with the system 2. Navigate within the application 3. Add boxes to the inventory 4. Add files within boxes Print barcode labels for newly added boxes and files 6. Perform a search to locate a box or file Edit the information related to a box or file 9 8. Place an online order with your off site record center 9. Electronic Document Management (EDM) Note: This Quick Start Guide describes some important features of two different editions of EDC Client Software (CS), SA and SAE. In addition, just the EDM features of EDC ActiveWeb are described in this guide. EDC ActiveWeb is a companion product to EDC Client Software. SA (Active Edition) This software is designed to identify, track, store, retrieve and manage physical documents (files and boxes) on-site in your office and at your off-site record center storage facility. It is designed for the active circulation of both files and boxes on and off your premises. The software includes circulation tracking, historical touches, on-site and off-site retention of all boxes and files. SAE (EDM Edition) Includes features of the "SA" edition listed above and also allows for the identification, management, sharing, tracking, and retrieval of all electronic document types (images, s, Word, Excel, PDF

5 5 etc...) through an integrated Electronic Data Management (EDM) system. EDC ActiveWeb EDC ActiveWeb allows EDC Client Software users easy web access to all their documents within their organization. EDC ActiveWeb is resident on your organization's servers and is designed to give universal access to documents via your intranet and/or internet. Note: Some functions described in this manual only pertain to the SAE edition of the EDC Client Software. When this is the case it will be indicated with this icon:

6 6 1.2 Navigating Within the Application Login to EDC Client Software 1. Locate the EDC icon: and double-click on it with the left mouse button. 2. Click on your name to select it (appears highlighted) and click OK to open it. 3. Enter your password and click OK. The Main window appears. Navigating within the application The Main window is the heart of the program; it is where all actions are initiated. Tab A tab is a title under which different modules will be shown. Click on the tab to display all the modules listed in each tab heading. The tab you are in will appear in bold. Module A module contains information related to managing your inventoried items. The Box module for example, contains information on each box in the inventory. It is divided into different metadata fields,

7 7 each containing a different type of information describing the box. Opening a module To open a module, click on it with the left mouse button. Navigating between modules As soon as a module is opened, it appears in the Opened Modules side bar at the right. If a module is minimized and you want to re-open it either click on its icon in the Opened Modules on the right side bar or click on it to select it (appears highlighted) and then click on Select at the bottom. 1.3 Managing Physical Documents Adding Boxes To Inventory 1. Click to open the "Box" module under the Inventory tab. 2. Click on the Edit menu, and then select either the "Add PRE ADD" menu item for boxes that will interact with your off-site record center or select the "Add In-House" menu item for boxes that you will keep onsite at your premises. Note: You will always be able to send in-house boxes to the off-site Record Center when required. Before you can Add In-House" items to inventory you need to have internal locations setup in EDC Client Software. If you find you do not have any locations setup or you are having problems with "Add In-House" items to inventory, please contact your records manager for help. 3. Enter the metadata information in the appropriate fields. Required fields are indicated in red. Navigate between the fields using the Tab key. 4. Once all the metadata information has been entered click on the Accept button the information. to confirm 5. Repeat steps 3 and 4 for each box you want to enter. 6. Make sure to click on the Cancel button order to terminate the metadata entry process when you have finished adding boxes to inventory in Adding Files Within Boxes 1. Click to open the "File" module located under the Inventory tab. 2. Click on the Edit menu and then select either the "Add PRE ADD" menu item for files that will interact with your off-site record center or select the "Add In-House" menu item for files that you will keep on-site at your premises. Before you can Add In-House" items to inventory you need to have internal locations setup in EDC Client Software. If you find you do not have any locations setup or you are having problems with Add In-House" items to inventory, please contact your records manager for help.

8 8 3. Enter the metadata information in the appropriate fields. Required fields are indicated in red. The box number field is one of the required fields in order to indicate in which box the file belongs. Navigate between the fields using the Tab key. 4. Once all the metadata information has been entered then click on the Accept button confirm the information. to 5. Repeat steps 3 and 4 for each file you want to enter. 6. Make sure to click on the Cancel button order to terminate the data entry process when you have finished adding files to inventory in Printing Barcoded Labels for Newly Added Boxes & Files Before sending a box to your offsite record center it should have a bar coded label affixed to it. It is not necessary, but recommended to place a barcode label on a file before it is placed in a box. Follow this procedure to print the labels from a laser printer using Avery(tm) type labels. The default Avery label stock is #5159. Custom labels with different stock numbers may be defined in the Customer module. 1. Click to open the Box module under the Inventory tab. 2. From the File menu, select Print Setup. The printer options may include an option like "Manual paper feed" or a special tray selection to print self-adhesive labels. 3. From the File menu click to select Print Laser Labels. This window is displayed on this screenshot below: 4. Click on the +Add button. 5. Enter the box number to indicate where to start on the list and click on OK to confirm. The list of items appears. Note: If you don t know the box number and need to perform a search see Section below. 6. Select the desired items by double-clicking the mouse to highlight these items and click OK button

9 9 to confirm. 7. The system goes back to the window displayed in step 3 and all the selected items are displayed. It is now possible to add new items by repeating steps 4 to 6. To delete items from the list, double click on the items you wish to delete (they will appear highlighted) and click on the -Delete button. 8. Click on OK to start the printing. A dialog box will appear and asks if labels for files within the boxes should be printed. If the boxes contain inventoried files, answer Yes, if not answer "No". 9. A dialog box is displayed to select the first label. Enter "1" if labels are printed on blank label sheets. Note: On a typical Avery label page, the number indicates the order of the labels starting with the first label in the top left corner increasing sequentially as you go across the page from left to right and from top to bottom Performing Searches to Locate Boxes and Files This procedure describes how to search and lookup inventoried information on a previously entered boxes or files in the "Box" or "File" module. These steps are detailed here in order to search in the " Box" module, but they are identical in the "File" module. 1. Click to open the Box module under the Inventory tab. 2. The last box that was accessed is displayed. 3. Click on the Find button, or use the Ctrl-F hot-key or click on Find on the tool bar then click on Find in the drop down menu. 4. By default, the cursor will highlight the last field you conducted a search on. The system is waiting for you to place a value in that field to begin your search. 5. To change your search field, click on the Search Index button: then select a description field from the drop down menu to search on. Click the Find button to highlight that specific description field. 6. Click on the Accept button, or use Ctrl-Enter hot-key to start the search. EDC CS initiates the search. If an exact match is found, the box or file is immediately displayed. If a box or file with that exact match does not exist, a message will appear and the box or file with the closest matching metadata value is displayed Editing Information About Boxes and File This procedure describes how to edit the metadata information fields related to an inventoried (previously entered) box or file. These steps are detailed in the "Box" module, but they are identical in

10 10 the "File" module. 1. Click to open the Box module under the Inventory tab. 2. Locate the box to edit as described in the previous section. 3. Click on the Edit button, or use the Ctrl-E hot-key. 4. The cursor appears in the number field. Edit the information in the different fields. Required fields are indicated in red. 5. When all the modifications have been made, click on the Accept button hot-key., or use the Ctrl-E 6. The changes will be registered immediately and the audit trail is updated Tracking Document Circulation The Circulation module allows you to manage the circulation of active documents around your office. It displays out dates, return dates or requester's name, for example Check Out Items "Check Out Items" is when an item is IN your on-site store room (IN-HOUSE) and you want to take it OUT. 1. Click to open the Circulation module located under the "Orders" tab. 2. Click to open the Check out Items, this window appears. 3. Enter the recipient name. 4. Check off the appropriate item to specify whether files or boxes have been checked out. 5. Click on the With bar codes button and scan the items with a bar code reader (wedge scanner), or manually enter the item number which is located under the bar code of the record label, then click on the OK button. Click the Cancel button when finished. Note: EDC Client Software automatically updates the status and audit trail of the specified documents.

11 Check In Items "Check in Items" is when an item is OUT of your on-site store room (IN-HOUSE) and you want to refile it, in order to make the document available again. 1. Click to open the Circulation located under the "Orders" tab. 2. Click on the Circulation menu then select Check In Items from the drop down menu. The following window appears. 3. Check off the appropriate item to indicate whether files or boxes have to be returned. 4. Click on the With bar codes button and scan the items with a bar code reader (wedge scanner), or manually enter the item number which is located under the bar code of the record label, then click on the OK button. Click the Cancel button when finished. Note: The software automatically updates the status and audit trail of the specific document Change of Hands "Change of hands" is when an item is OUT of your on-site store room (IN-HOUSE) and the person that checked out this item has handed it over to another person. This operation allows you to change the name of the person that has taken possession of the item from the In-House inventory. This Changes of hands will appear in the audit trail of the document. 1. Click to open the Circulation module located under the "Orders" tab. 2. Click to open Change of hands, this window appears. 3. Enter the name of the new recipient and check off the appropriate option of either "File" or "Box" according to the item you need to search for. Click the With bar codes button, and

12 12 scan or type the barcode of the item. 4. To end this operation, click on the Close button in the window opened in step 2. A new line will automatically appear in the audit trail of the items selected here, and indicates that a Change of hands was performed. The name of the original recipient will still appear on another line. 1.4 Placing an Online Order With Your Off-Site Record Center Ordering an inventoried box or file 1. Click to open the Order module located on the Orders tab. 2. From the File menu click to select Create Order or click on +Add icon on the toll bar. The following window appears: 3. Click to select a Delivery Type from the drop down list, it appears highlighted. 4. Click to select a Delivery Address from the drop down list, it appears highlighted. 5. If required, add special instructions to the order by clicking on the Special Instructions button. 6. Click on the +Box or +File button to add a box or file respectively to the order. 7. Enter a description or an item number to indicate where to start in the list. Enter the recipient s name for each item. Then click on OK. Double click to select the desired items from the list and they will appear highlighted. 8. Click on OK again to add the selected items to the order. 9. Add more items by repeating steps 6, 7 and Items may also be deleted from the list by double clicking to select them (they will appear highlighted). Then click on the "-Delete button. 11. If you wish to purchase boxes from your off-site record center, click on the +Other button and double click to select Box Sale. Enter the number of boxes desired.

13 When you are finished placing items on your order, click on OK to send the order. You will receive an order confirmation for all items that have been accepted on this order: Note: If there is a reason why some items were rejected by the order, the dialog box will not close automatically, and the reason is displayed at the end of the line for each item (this may require scrolling to the right in the item list).

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15 15 Ordering a File That Has Not Been Inventoried It is possible to order a file from a box even if the contents of the box have not been inventoried. 1. Click to open the Order module located under the Orders tab. 2. From the drop down File menu click on +Create Order. 3. Click to select a Delivery Type from the drop down list, it appears highlighted. 4. Click to select a Delivery Address from the drop down list, it appears highlighted. 5. If required, add special instructions to the order by clicking on the Special Instructions button. 6. Click on the +Non-Inv. File button. A window appears that allows you to select a box number. 7. Enter the box number from which the non-inventoried file will be taken in order to indicate where to start on the box selection list. This window appears: 8. Double click to select a specific box, it will appear highlighted then click on the Non-Inv. File button. Another window appears. 9. If the file is already inventoried then you will get the following screen and click OK :

16 A list of inventoried files in the box will appear. If your file is on this list, then click on it to select it (it will appear highlighted). If it is not on this list, then click on Cancel. 11. A new box will appear. Enter a value in the file Description field and the recipients name for the non-inventoried file and click on OK : 12. Add more non-inventoried files by repeating steps 10 and When finished click on the Close button. 14. Items may be deleted from the list by double clicking to select them, they will appear highlighted then click on the Delete button. 15. When finished click on the OK button to send the order. You will receive an order confirmation for all items that have been accepted on this order: Note: If there is a reason why some items were rejected by the order, the dialog box will not close automatically, and the reason is displayed at the end of the line for each item (this may require scrolling to the right in the item list):

17 17 Returning Documents to the Off-Site Record Center If you wish to return documents in your possession to the record center, you can indicate this in your order. 1. Click to open the Order module located on the Orders tab. 2. From the File menu click to select +Create Order. 3. Click to select a Delivery Type from the drop down list, it appears highlighted. 4. Click to select a Delivery Address from the drop down list, it appears highlighted. 5. If required, add special instructions to the order by clicking on the Special Instructions button.

18 18 6. Click on the Box Returns button and indicate the the total number of items to be picked up by your record center. The items include both boxes and file pouches. 7. When finished click on OK to send the order. 1.5 Electronic Document Management (EDM) SAE Version Electronic Document Module Overview EDC Client Software (CS) has it's own Electronic Document Management (EDM) system built in. It will allow users to integrate directly with the Windows Operating system and Microsoft Office to enable you to manage more efficiently your electronic documents from anywhere within your computer. This section will show you the different functions available to you in EDC CS to get you up and running quickly. There is 3 main ways to interact with EDM: Interacting Via EDC Client Software Applications Interacting via Microsoft Office Applications 30 Interacting Via EDC ActiveWeb Prerequisites This quick start guide assumes that your EDC Client Software is installed and configured correctly for you to use the EDM features. If you do not see the following icon on your taskbar next to your clock, there is a good chance that EDC CS is not installed properly. If this is the case please contact your EDC CS administrator for support. Document Concept in EDC Client Software (CS) Before you can efficiently work with the EDM feature there is a few concepts that you need to be aware of that are unique to EDC CS. 1- Physical documents (files and boxes) and electronic-only documents (images, s, Word, Excel, PDF etc,) are considered different entities in EDC CS. 2- Physical documents can contain electronic documents but electronic-only documents cannot contain the physical document information in them. 3- These 2 document types are both managed from the same "File" module located under the Inventory tab.

19 19 4- The "electronic" file type was specifically designed to store electronic files and we will show you how to create a new electronic file from scratch. This newly created electronic file will be used for the remainder of this guide in our examples Interacting Via EDC Client Software Applications EDC Client Software was first conceived to interact directly with EDC Record Center Software using first physical documents (files and boxes). EDC CS has been enhanced to include an Electronic Document Management (EDM) features that allows users to manage, track and share electronic documents (images, s, Word, Excel, PDF etc...) throughout your office. Interaction with EDM gives users the most flexibility and options available in EDC CS. We begin with a screenshot of the File module of EDC CS with the "Electronic Test" file is chosen.

20 20 Reviewing this screen shot above, you will notice there are 2 main sections in this module: 1) 2) The electronic metadata information fields details the information about the "file folder" your electronic documents are stored in. The "Document" section (lower half) contains a complete list of all your electronic documents stored in this file folder. Notice the downward arrow next to the word "Document". This arrow enables you to collapse (hide) or show all your electronic documents stored in this file folder. On subsequent use of EDC CS it will remember the last visible state of this file folder and will always restore the file folder to that state when reopening this file folder. Remember to click this arrow again to change the visibility state of the file folder. In addition, this screen shot above also has a color coded "Document s Status Legend" to advise users of the status of each electronic document included in this file folder. This legend will highlight a document in order to advise users of the current status of each electronic document in this file folder. The 3 statuses are: 1) In edition means the electronic document is currently being edited by another user which is highlighted in green.

21 2) 3) 21 Locked by another user means users cannot open the document because modifications are currently being made. This is highlighted in pink. Finalized forbids users from making any additional modification (changes) to this electronic document. This is highlighted in blue. Non-highlighted documents are available to all users with proper access rights. In this example, the "test" file is currently being edited and is highlighted in green. Note: If another user is currently editing a document, it will show other users as "locked by another user" (highlighted in pink) on the screen. Since only one user can edit a document at any one time, additional users are locked out from making modifications (changes) to this electronic document at the present time however, additional users can always open it through the read-only option available with a right click of your mouse. Note: Remember to follow the Save Modifications procedures described in this section in order to check in your documents properly once you have finished making modifications. When you right-click on one of the electronic documents in the list, this menu will appear:

22 22 This menu features all the functions users can perform on an electronic document. Here is an explanation of all the menu functions: Add New Document Use this function when adding any new electronic documents to your file folder. Copy Document

23 23 Use this function when you want to copy an electronic document either in the same file or any other file. The "Paste Document" function below is also needed to achieve a successful copy. It essentially works exactly like the regular copy-paste operation in the Windows operating system. Paste Document Use this function in conjunction with the "Copy Document" function to paste a document as describe above. History Use this function to view the complete history of the audit trail including date, time, state, and names of all touches to a document. View Document Information Use this function to view the metadata information fields of the electronic document. Edit Document Information Use this function to edit the metadata information fields of the electronic document. Open Read-Only Use this function when you only want to view your document. Note: Modifications and changes to your document cannot be saved while using this function. The sub menu screen shot appears below. If you select Last Version you will have 3 options available to open the document: 1. Default Application will automatically default to the documents application type when opened. 2. EDC Viewer is a built-in all purpose viewer with many different applications to open documents. 3. Open With allows the users to open documents from a selection of applications that are resident on your computer. Users are now able to open either the "Last Version" or "All Versions" of the document. If you select "All Versions" a screen will appear and you will be prompted to select a specific previous revisions of the document. In the example below three revisions have been found and are listed chronologically. Click on the desired revision to select it (becomes highlighted) and click on OK to open it.

24 24 Open for Modification Use this function when you need to modify and make changes to your document. This function is used in conjunction with the "Save Modifications" and "Cancel Modifications" as described below. Save Modifications Use this function after you have modified a document in the "Open for Modification" function, as described above, in order to save the modification (changes) you have made. Procedures to follow when Saving Modifications to documents: 1. Save the document from the application used to edit the document. 2. Right click on your green highlighted document in EDC CS. 3. Click on Save Modifications Note: The green highlighted document color status will be removed. Check Who Is Modifying the Document Use this function to identify the person who has checked out the document in Open for Modification. The name, date and time of check out will be shown as in the example below.

25 25 Cancel Modifications Use this function after you have checked out a document in Open for Modification and decided you no longer want to save the modifications you made. Use this function to the selected document with your default program (Outlook, Thunderbird etc...). Finalize Use this function to "lock" a document from any further modifications or changes. When a document is said to be "finalized" it is assumed that the document is in its final state and modifications will no longer be allowed. If you need to reverse the Finalize function because you need to change the document back to an editable state, you can then use the "Unfinalize" command described below. Unfinalize Use this function to reverse the document from the Finalize state into an editable version in order to make modifications. Note: This function can only be used by a user with administrator rights. Delete Use this function when you need to delete a document from EDC Client Software. Note: This function can only be used by a user with administrator rights. Note: The Delete function is non reversible and once a document has been Deleted from EDC CS it is lost FOREVER unless you have a backup of the EDC CS database. Use this function with caution Creating an Electronic File in EDC Client Software Creating an Electronic File In EDC Client Software To create a new electronic file to store electronic documents in EDC CS: 1- Click to open the File Module under the Inventory tab. 2- Click on the "Edit button and then +Add Electronic" as illustrated:

26 26 3- You are then shown a new blank screen from which you to fill in the metadata information fields. Mandatory fields are highlighted in red:

27 27 Note: Once you have filled in the metadata values and "accept" the information by clicking on the green check mark in the upper right corner, EDC CS will automatically allow you to enter values for another new electronic file. When you are finished creating new electronic files you must click on the red "X" next to end this process.

28 28 Note: If you are not sure what a metadata field means or is used for, then refer to the documentation that comes with the EDC CS by pressing F1 on your keyboard and then navigating to the section titled "Inventory Management then onto Box and File then onto Fields". This is a screenshot of what the electronic test file looks like:

29 We have created this new electronic file with the description of "Electronic Test" that contains no documents which we will be used in our examples. We will begin with the interaction via Microsoft Office applications. 29

30 Interacting via Microsoft Office Applications The integration with Microsoft Office applications enables you to send your Office documents directly to EDC Client Software (CS) SAE version with Electronic Data Management (EDM). We will use Microsoft Word as an example because the process is the same for all Microsoft Office applications. Once EDC CS is properly installed on your computer and you open Microsoft Word a "Send To" icon will automatically appear in the toolbar of Word that looks like this: This icon is used to transfer your Word document directly into EDC CS. Note: If this is a new word document that has never been saved anywhere on your computer before then you will first get a "Save As" windows dialog to save your document on your computer first. This is a normal Microsoft Office behavior. The first time you transfer a document into EDC CS you will be prompted to login into your EDC CS with your login name and password. Click on the green check mark to proceed. Note: Once the login screen is shown you have 30 seconds to login otherwise the window will disappear and you will need to re-select your file(s) and click on the "Send to" icon again for the login screen to re-appear. Once you are logged in, this new window will appear. This window enables you to search for the file you want to include your electronic document in. This example shows a search using the word "electronic" because we believe this word is part of the file name.

31 31 Note: If you do not already have a file created that you want to import your electronic document into, then you will need to create a new electronic file. You can do so directly from this window by clicking on the +Add button on the far right. Remember that only the fields marked in red are mandatory when creating a new file. Once you have found the file you are looking for just click on it to select it (becomes highlighted) and then click the "OK" button as shown: Note: The checkbox "Edit document information" was checked off before the "OK" button was clicked. Checking this box enables you to enter some basic information about the file you are importing. You also have the option to "Delete original after adding" after the import is completed. Here is a sample of the document properties window.

32 32 Note: By default some fields are already filled with metadata values taken from the file you are importing. You can also make changes to these values if required. Once you are satisfied with the information entered click on the "OK" button to initiate the file transfer into EDC CS. A little transfer progression bar will appear as shown below and automatically disappear once transferring is completed. Once the file transfer is complete you can go back to the File module in EDC CS to see your newly imported file.

33 33 Note: Notice that the information highlighted on this screen is taken from the information you filled in on the previous screen in Edit Document Information doctest.doc Microsoft Outlook Only Features Microsoft Outlook Only Features The EDC CS interaction with Microsoft Outlook behaves just like other Office Window applications except it has one more option. EDC CS has the ability to "intercept" outgoing s and insert them directly into EDC CS. We will demonstrate this. Just like with the other Microsoft Office Applications, EDC CS has a little icon on the Outlook toolbars that appears like:

34 34 Note: Your EDC CS icon may look different than the one shown here. When you have an selected (highlighted) and you click on the EDC CS icon, after having logged in successfully, a window will appear like this: When you want EDC CS to automatically "Intercept" all your outgoing s for inclusion into EDC CS, then check off the button Intercept outgoing s. In addition, if you also want EDC CS to automatically delete all your original s from Outlook after they have been transferred into EDC CS, then check off the button Delete s(s) from Outlook. EDC CS will automatically remember this setting between sessions so you do not have to set this up every time you use EDC CS. Note: We need to clarify the term "intercept s. In this context it means all your outgoing will be sent normally. In addition, you will be prompted if you want to transfer that into EDC CS.

35 Interacting Via EDC ActiveWeb Like EDC Client Software, ActiveWeb gives you the ability to manage and track your physical (files and boxes) and electronic (images, , Word, Excel, PDF etc...) documents both on-site (in-house) and off-site at the record center. This section will show you how to use EDC CS from within ActiveWeb.

36 Creating a New Electronic File Folder in ActiveWeb Creating a New Electronic File Folder in ActiveWeb If you do not already have an EDC electronic file folder to put your electronic documents in, you can easily create a new one by clicking on the "Add File" button on the right side of the search field. Then check off "Electronic" type as shown below: Fill in the metadata information on each field and click on the "+Add" button at the bottom of the page to create the new file. Note: Only required metadata fields are indicated in red and need to be filled in before the file can be accepted. If you already have an electronic file established which you can choose from; you can simply search for it by choosing a search type and entering a keyword like in the example below:

37 37 Once the file appears you will see a little document icon (as shown in the picture above) which tells you if this file has any electronic documents contained in it or not. In the example above, it shows there are 2 electronic documents in this file. If you click on that icon, it will bring you down the page to the Documents section and display a list of all the documents contained in this electronic file as shown below:

38 38 To view a specific file, click on the arrow corresponding to the specific file number or description you require and a Context Menu box will open to give you options to Open Read Only or Open for Modifications as shown below. If you open a file for Open Read Only, once the file is open, no further intervention with EDC can be performed by you. However, if a file is Open for Modification, once the file as been modified, you will have to check it back in by clicking on the "Save Modifications" button to save all your changes. All previous changes (versions) of the document will be kept and stored in EDC Client Software. Information about who made the changes and when will always remain in the audit trail of the document.

39 39 This is where you add a new electronic document to your file folder. This can be accomplished by clicking on "Add New Document" button at the bottom of the window. This feature is discussed in detail in the section "Adding an Electronic Document to ActiveWeb" 35. If you want to see more information about your electronic document without having to open it, just click on the line shown corresponding to your document (NOT the arrow on the left) and a screen will appear displaying the information as below:

40 40 Note: On the bottom of this screen you have several options including Open Read Only or Open for Modifications. The "Update" button will allow you to save changes you made regarding the metadata information fields on the electronic document found on this screen. The "Delete" button simply deletes (removes) the electronic document from the file. Be aware that the "delete" action cannot be undone. The "Finalize" button turns the file into a permanent Read Only state so that no more changes can ever be made to this document Adding an Electronic Document to ActiveWeb Adding an Electronic Document to ActiveWeb To add a new electronic document into EDC ActiveWeb, select the specific file you wish to add the document to. In this example, we are still using the "Electronic test file we created earlier. In the documents section of the file, you will find an "Add New Document" button on the bottom of the screen that will allow you to add a new document to the file as in the example shown below:

41 41 In order to add a new document to EDC, you must first locate the file/document in your computer. To search your computer (PC) or server for the file/document, click on Browse then Search your file for upload here on the bottom of the screen. This allows you to search your computer drives for files/documents. Once the file/document has been located, click on the Add New Document button, a new screen will appear that will allow you to enter the metadata information associated with your new electronic document as shown below:

42 42 When you are finished adding the metadata information about your document, click the "Add" button at the bottom of the screen to accept it. You will receive a confirmation notice that your document has been successfully added with this message below: To view or access your newly added document, just scroll down to the Documents section on the screen below and click on your document.

43 43 EDC tracks all touches to a document and stores it in the audit trail of the document. To view this detailed history just click on the +History button on the bottom of the screen as shown below:

44 Modules Description Inventory Tab Inventory Tab

45 45 Box This module allows users to search for, identify and modify the metadata information fields of their boxes (including notes and history). Only when the contents of a box are inventoried (recorded in EDC CS) then users can view the complete list of files inside. This module is also used to add and remove boxes from inventory and to print bar code labels for boxes and files. File This module allows users to search for, identify and modify the information of inventoried files including their notes and history. This module is also used to add or retrieve files from a box and to print bar code labels for files. Imaging This module allows users to scan documents into an EDC CS file and manage these scanned images. This module includes Optical Character Recognition (OCR), Zone OCR and indexation. Search This module allows users to search for boxes and files by entering information regarding specific metadata fields and to view or print these search results. Full Text Search This module allows users to perform a quick search on all metadata fields on all images, files and boxes. Report (SQL) This module allows users to view reports and make small modifications to imported reports. More advanced users can also create customized reports. Internal Location This module allows users to create and manage on site internal locations that will be used to store boxes and files. Activity Report This module allows users to view and print the activity of boxes and files during a specific period. This module also allows users to view and print overdue memos for items that are out longer than a predefined period of time. In-house Disposal This module allows users to help create and manage their active documents' disposal lists (in-house). An in-house disposal list can be created for boxes and files and is based on specific criteria created by the organization. Once the list is prepared it needs to be properly authorized and verified before destruction can begin. Disposal List

46 46 This module allows users to create a disposal list in order to destroy boxes stored at the off-site record center. Note: Document disposal is a delicate and precise process which leaves no room for error. It is extremely important that every phase of the disposal process be done in a specific order and for which authorization and verification are very important during these different stages. Transfer List This module allows users to transfer physical documents from their off-site record center to another location. Deletion List This module allows users to create a list of boxes and files to be permanently removed from the off-site record center. Note: This is different from a disposal list as these boxes and files will still exist but be stored outside of the off-site record center. This deletion list will eliminate box and file rental storage charges by record center. Disposal lists will not remove the audit trail and metadata information in EDC CS regarding these boxes and files, and hence it is possible to reactivate a document without losing any of its history. Box and File Maintenance This module allows users to make simultaneous multiple modifications or changes on the metadata information for boxes or files and for various other maintenance operations. Note: Some of these modules can have restricted access and are usually reserved for users with administrator rights Orders Tab Orders Tab Circulation This module allows users to manage the circulation of documents within their premises. It allows users to retrieve or send back documents internally. All these touches can be tracked, including the dates, the names of the requester and the recipient. Order This module allows users to create orders and consult information about previous requests, including their state (status), the recipients name and their delivery date. Recipients This module allows for creating and managing lists of internal recipients that are allowed to request items Customer Tab Customer Tab Customer Information

47 47 This module allows administrators set up their organizations profiles regarding viewing, editing and configuring information in EDC Client Software. Source Location This module allows administrators to manage information from different source locations within the organization. This information is mostly used to indicate the source of boxes and files before they were sent to the off-site record center. "Department This module allows administrators to set up and manage all the different departments and sub-departments of the organization. Retention Schedule This module allows administrators to create different document types in the retention schedule for the organization. These types are used to classify documents. Document types are also used to calculate disposition dates and to specify disposal modes for files and boxes if the organizations conservation policy is based on document types. Restriction This module allows administrators to create and manage document restrictions. Document restrictions are used to change specific document types during their lifecycle in order to prevent them from being placed on a disposal list and to ensure documents already with these specific restriction types will never be put on destruction lists. Delivery Address This module allows administrators to create and manage their internal delivery addresses of the organization. An example of this would be a delivery to a specific office i.e. John Smith or the reception desk on the 4th floor. To add an external delivery address i.e. another street address, contact the EDC CS administrator. Note: All these modules can have restricted access and are usually reserved for users with administrator rights Management Tab Management Tab Authorized User This module allows the administrators to create and manage an authorized user and their access rights. User Group This module allows administrators to create and manage user groups and their access rights. Dictionary This module allows customizing the terminology (words) used in the metadata field titles to better suit the organizations needs. Access Log

48 48 This module provides administrators with a list of the persons who have accessed EDC CS. System Information This module allows administrators or IT personnel to configure the EDC CS systems parameters. Note: All these modules can have restricted access and are usually reserved for users with administrator rights.