Module: Risk Management and Administration
Purpose: To record documents sent to and from the arhchive facility.
To Access: Risk Management - Library - Organisation Unit; Administration Module - User Access Control; Administration Module - Archive Register Configuration
By default the Archive Register is NOT activated. To activate the Archive Register, log in as an adminstrator and select System Parameters. Add a new parameter called ArchiveRegister with value True.
To use the Archive Register, you must first create an organisation unit in the Organisation Unit Library called Archive as a child of the top level organisation unit and then locations (or branches of your organisation) under it, like this:
Then in the Administration module, the administrator has to grant Organisation Read access to the users to access the achive records of each location.
In the Administration module, select Archive Register Configuration.
Select a location from the Location dropdown list.
Click the Add Department button and enter the Department then click Save. Repeat the process until you have set up all the departments.
Select a department that you have created from the Department dropdown list. Click the Add File Type button and enter an apporpriate File Type. Repeat the process until you have created all the appropriate file types for the selected department.
Select the next department from the Department dropdown list and repeat the above process to create file types for the department. Repeat the process until you have created all the appropriate file types for all the departments.
If there are more than one location, select the next location from the Location dropdown list and repeat the above processes to create the departments and file types for each location.
Enter an email address in the Achive Administration Email field. This is the default email address to send the automated archive retrieval request email for the selected location. Each location can have a different email address.
The set up is now completed and the Archive Register can be used.
Note: The destruction date is defaulted to 25 years from the date a new record is created. To change that, add a new system parameter with Reference called ArchiveDestructionYears and enter an integer number for the number of years in the Value field using System Parameters in the Administration Module.