DIIMS Records Classifier Guide

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

Table of Contents Contents 1. DIIMS Overview... 3 1.1 An Overview of DIIMS within the GNWT... 3 1.1.1 Purpose of the DIIMS Records Classifier Guide... 3 1.1.2 Content Server 10... 3 1.2 Launching and Logging on to DIIMS Enterprise Workspace... 3 1.3 Navigating the DIIMS Enterprise Workspace... 4 1.3.1 Identifying Screen Components... 5 1.4 Accessing and Adding Information... 6 1.5 The Workspaces... 7 1.6 DIIMS Item Types... 7 1.7 Using the Functions Menu... 8 1.8 Viewing Documents... 10 1.8.1 Viewing Document Content... 10 1.8.2 DIIMS Item Metadata... 10 2. Creating New Files and Volumes...12 2.1 How DIIMS Organizes and Stores Information about Physical File Folders... 12 2.2 Process for Creating a New File Number and Volume (File Folder)... 12 2.2.1 Search for an Existing File... 13 2.2.2 Browse for an Existing File... 14 2.2.3 Create New RM Classification (I.E. File Number)... 16 2.2.4 Create Volume (Physical File Folder)... 17 2.3 Creating Volumes for an Existing File Number... 20 3. Updating Files...22 3.1 Renaming or a File... 22 3.2 Re-numbering a File... 23 4. Searching...24 4.1 Searching Overview... 24 4.1.1 Search Options... 24 4.2 Performing a Quick Search... 27 4.3 Viewing the Search Result Page... 28 4.4 Personalizing the Search Page Display... 29 4.5 Saving Your Search Results... 31 4.5.1 Saving a Search as a Query... 31 4.5.2 Saving Snapshots... 32 4.6 Finding Specific Information within your Search Results... 33 4.6.1 Hit Highlighting... 33 4.7 Advanced Search... 34 4.7.1 Opening the Advance Search Page... 34 4.7.2 Using Full Text Search Options... 35 4.7.2 Using System Attributes Search Options... 36 4.7.3 Searching on Categories... 37 4.7.4 Searching Files (Classifications) and Saving to Favourites... 38 4.7.5 Searching using the Natural Language Query... 39 4.7.6 Searching Physical Item (Box & Volumes) Attributes... 40 4.8 Search Examples... 41 5. Records Centre Requests...44 5.1 Request a Physical Item (Volume or Box)... 44 5.2 Reviewing Items Charged Out to You... 46 1 DIIMS Records Classifier Guide

Table of Contents 5.3 To Cancel a Physical Item (Volume or Box) Request... 46 5.4 To Return an Item to the Records Centre... 47 5.5 To Request Multiple Physical Items... 48 6. Transfer Boxes to Records Center...50 6.1 Find Boxes... 50 6.2 Create Boxes... 50 6.3 Add boxes to a new Collection... 53 6.4 View Collection... 54 6.5 Add Volumes to Boxes... 55 6.6 Email Records Coordinator... 56 7. Working with Labels...58 7.1 Printing Individual Labels... 58 7.1.1 Changing the Location of the Label on the Label Page... 60 7.2 Printing Batch Labels... 61 7.3 Reprinting Large Numbers of Labels (Generating Labels)... 64 7.4 Reprinting a Single Label... 66 8. Printing Reports...67 8.1 Box Reports... 68 8.1.1 Box Inventory Listing... 68 8.1.2 Box Location Status Listing... 69 8.1.3 Box Listing - Grouped by Transfer ID... 70 8.1.4 Box Retention Chooser... 71 8.2 File Reports... 72 8.2.1 Active Folders ready for Transfer... 72 8.2.2 File and Volume Listing Grouped by Primary... 74 9. Customizing your Personal Workspace...75 9.1 Getting to Know your Personal Workspace... 75 9.2 Managing your Personal Workspace... 76 9.2.1 Favorites... 77 9.2.2 Collections... 79 9.3 Configuring your Personal Settings... 80 Appendix A: Troubleshooting Common Problems...82 Situation 1: My File Label does not have a Title on it... 82 Situation 2: My File Label Has the Wrong Title on It New File... 82 Situation 3: My File Label Has the Wrong Title on It Renamed File Problem 1... 83 Situation 3: My File Label Has the Wrong Title on It Renamed File Problem 2... 83 Appendix B: Glossary...84 2 DIIMS Records Classifier Guide

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. 1.1.1 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. 1.1.2 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 2012. 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: http://diims.pws.gov.nt.ca. 3 DIIMS Records Classifier Guide

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: http://diims.pws.gov.nt.ca. 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

Section 1: DIIMS Overview 1.3.1 Identifying Screen Components 4 5 1 2 3 6 7 1 4 5 6 8 7 10 9 1 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

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, e-mail, 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

Section 1: DIIMS Overview 1 8 2- Will appear here 5 4 7 3 6 1.5 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

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

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 & E-mail Remove It Delete Opens the e-mail 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 1.8.2 below. 9 DIIMS Records Classifier Guide

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. 1.8.1 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. 1.8.2 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

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

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

Section 2: Creating New Files and Volumes 2.2.1 Search for an Existing File For more information on searching DIIMS, see section 4. 1. 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

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 2.2.3 below. 2.2.2 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 2.2.3 below. 14 DIIMS Records Classifier Guide

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

Section 2: Creating New Files and Volumes 2.2.3 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

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. 2.2.4 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

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: 2011555 6010-20-25 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

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

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: 20110026-6010-30-25 New Systems File - VOL 1 Updated Name: 6010-30-25 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 2.2.1 and 2.2.2 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

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: 20110026-6010-30-25 New Systems File - VOL 1 Updated Name: 6010-30-25 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

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 2.2.1 and 2.2.2 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

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 2.2.1 and 2.2.2 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

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. 4.1.1 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

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. E-mail, 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

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

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 email, specify that, and the search will be limited to emails. While it is not 27 DIIMS Records Classifier Guide

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. 6 2 1 3 4 28 DIIMS Records Classifier Guide

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 Email From sorts the results according to the sender of an e-mail Email To sorts the results according to the recipient of an e-mail 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

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

Section 4: Searching 4.5 Saving Your Search Results DIIMS gives users several options for saving their searches or their search results. 4.5.1 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

Section 4: Searching 4.5.2 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

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 4.6.1 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

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. 4.7.1 Opening the Advance Search Page 34 DIIMS Records Classifier Guide

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 4.7.2 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 4.7.1 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

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. 4.7.2 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 4.7.1 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