Corporate Governance

Frequently Asked Questions...

‌‌Frequently Asked Questions about the Electronic Document Management System (EDM). 



General FAQs

Navigation

Documents
 

Troubleshooting

Search

Email
   RMFAQ

General FAQs

Q: How can I request an EDM account for a new staff member?

A: You can either contact the EDM support team at edm@port.ac.uk or contact the IS Servicedesk on x7777. New accounts are usually available on the next working day

Q: How do I install Objective?

A: Objective Navigator is installed from Software Center which can be accessed from the Windows Start button:

'Start >> All Programs >> Microsoft Systems Center >> Configuration Manager >> Software Center'.

If you have any difficulty with the Software Centre, please contact IS Servicedesk on x7777.

Once installed Navigator should be started for the first time from 'Start >>All Programs >> Corporate Systems >> Objective >> Objective Navigator'

Q: How do I access Objective if I am using a MAC?

A: As a MAC user you will need to access Objective via the web browser interface called Executive. The link for this is http://executive.port.ac.uk. You will be asked to enter your University account username and password.

Q: In EDM, what is an Object?

A: All items in Objective are referred to as 'objects'. Therefore each folder, file, document, search, alias or user is an object.

Q: When should I apply Corporate Value to a record?

A: Corporate Value (High Value) should be added to a record that needs to be kept to show the reasons for a decision and / or the subsequent actions taken. For example an email that says 'Thanks, I can make that meeting' does not need to be kept as a record and does not need to have Corporate Value applied. A document that states 'On the basis of the information below, it has been decided to ...' does need to be kept and should have Corporate Value applied.

Q: In EDM, what is a File Plan?

A: The File Plan is the folder structure, defined by the University, which provides the framework for file and document storage.

Q: In EDM, what is a Folder?

A: Within the File Plan, a folder is a container in which files can be stored. Files are the containers in which documents may be stored.

Q: In EDM, what are Files and File Dividers?

A: Folders can contain Files and Files can contain File Dividers if required.

All documents are stored in either Files or File Dividers.

Q: What is Metadata?

A: Metadata is information about an object which can, for example, be used later in a search.

Typical metadata could include: file name, created by, file type, Objective reference number, and last updated by.

Q: What are the different user roles within EDM?

A:

  • View user – can see and read all published documents that don’t have any restricted access. This level of access is available to all university staff members
  • Edit user – additional to the view user, an edit user is able to create and edit documents within their own area and also other business areas to enable collaboration
  • Super User - this role includes all of the view and edit user permissions and a number of relevant system admin responsibilities

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Troubleshooting FAQs

Q: Why can I not send an Objective reference to another User?

A: To be able to send a reference to another EDM user, you need to have downloaded a software application called Affixa. Affixa will then create a draft e-mail in your Google mail account with the Objective reference attached

Q: Why am I unable to open a document on EDM?

A: This could either be because the application required to open the document (ie Word, PDF reader etc) is not installed on your machine or the default ‘open with’ settings on our machine need resetting. This can only be resolved by contacting the IS Servicedesk

 

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Navigation FAQs

Q: Why do I end up with a lot of Objective Windows on my screen?

A: When you double click a file or folder, a new window will open to display the contents of the file or folder. When you are finished with this, you can close the window.

Tip: Using the Reveal Triangles to display contents of files and folders avoids opening lots of new windows.

Q: How can I exit Objective quickly without shutting down every window?

A: Select File -> Exit to exit Objective quickly.

Q: Why do I keep getting a 'no entry' icon when I try to drag and drop?

A: As a 'General user' of the EDM you can only move objects within your own area of work, so if you are trying to move a file to another department's folder you will be shown the 'no entry' icon.

Q: Can I bookmark (or favourite) a shortcut to locations so I can access them more easily?

A: Yes. Right click on the location (folder or file) and select Send -> Send to Handy(Make Alias).

Note: It is possible to add other Objective objects, such as Saved Searches and Objective Templates to your Handy menu.

Q: What is the breadcrumb bar?

A: The breadcrumb bar shows the location of the files displayed, that is the route you would need to navigate through to reach this location.

The breadcrumb bar contains navigation buttons to help you navigate the Objective hierarchy:

  • Click a breadcrumb button to display the content of that location 
  • Click an arrow on the breadcrumb toolbar and select from a list of locations.

Q: I want to remove a shortcut (alias) from my Handy menu. How do I do this?

A: The Handy menu is maintained as part of your Home (or Personal) folder. To delete shortcuts from the Handy menu:

  • Click the Handy button on the toolbar to open your Handy folder and display your current Handy menu items.
  • Right click on the item (alias) you want to remove.
  • Note: Aliases (shortcuts) are identified by the italic font.
  • Select Delete to remove this item from your Handy menu

Note: When you delete a shortcut, you are only deleting the "pointer" to the object, not the actual location in Objective.

Q: Why is the item I am looking for not on the drop down list?

A: Drop down lists only display recently searched for objects. Therefore, if the object you are looking for has not previously been included in a search for this look-up field it will not appear on the list.

To search, use the search icon to the left of the look-up field, and identify the object required. Next time you use the list, that item will appear in the drop down list.

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Search FAQs

Q: How do I search using multiple criteria?

A: In the Advanced Search window, use the 'plus' button to add more criteria to search by. For example use date, creator and document typevalues to restrict results.

Tip: Adding columns allows the order of objects to be sorted by specific values, e.g. group documents by type or date may help you to use the results more easily.

Q: Search results don't show where documents are stored, how do I see documents in the same location?

A: To identify where the documents are stored, choose any of the following options:

  • Right click the document and select Show in Context command to show the document in its parent window.
  • Right click the document and select the Parents command to show the path of the document.
  • In the Advanced Search window, add columns, such as Parent to the search results.

Tip: Adding columns allows the order of objects to be sorted by specific values, e.g. by type or date.

Q: I’ve created a really useful search that I’d like to re-use. Can I save it?

A: Yes, saved searches are extremely useful if you intend to run the search regularly. Once you have completed a search in the Find Objects window, click the Save Search button to save any criteria, columns and object details used in the search.

Tip: The Home or Handy folders are useful locations to store saved searches.

Q: Can I search for more than one object in the same search?

A: Yes, in the Advanced Search window, select the required object types using the Edit button to the right of the Find box.

More information can be found in the Advanced Search EDM User Guide.

Q: I published a document and tried searching by its content, why doesn’t it display in my search results?

A: When documents are released as Published they are indexed for searching if they contain textual content. If the document is a scan that is not text recognised or is an image it will not be indexed for content searching. Sometimes, during high system activity, indexing may take a few minutes before the document is indexed.

Q: Can I store the results of a search at a fixed time?

A: Yes, by using the Snapshot button in the Advanced Search window, you can capture the search criteria and the search results in a PDF document.

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Document FAQs

Q: Why am I unable to edit documents or read a draft document?

A: Only those Users who have undertaken the EDM Essentials online training have Edit User access.

Q: Why can’t I save changes to my document?

A: Documents must be in an Edit state in order to make changes.

To open a document in the edit state:

  • Right click the document
  • Select Edit New Version

Note: If the Edit New Version command is ‘greyed-out’ the document may already be locked by another user (check the padlock icon), or you do not have the correct permissions to edit this document.

Tip: If you have selected the Open command, and the Open options window appears, select Edit a new version to start editing.

Q: Why do my documents open as Read Only when I want to change them?

A: The default setting when opening documents is to open them as Read Only. Documents must be in an Edit state in order to make changes.

To open a document in the edit state:

  • Right click the document
  • Select Edit New Version

Note: If the Edit New Version command is ‘greyed-out’ the document may already be locked by another user (check the padlock icon), or you do not have the correct permissions to edit this document.

Tip: If you have selected the Open command, and the Open options window appears, select Edit a new version to start editing.

Q: How can I access a document that is showing as being ‘locked’?

A: The ‘lock’ indicates either the latest version of the document is currently being edited (you can hover the lock symbol to see who that person is) or that the person who was editing the document has forgotten to release it back to EDM. The EDM support team can unlock the document, however be aware that this could result in the loss of any unsaved changes.

Q: A colleague has just released a document to me, why does it still show the padlock on my screen?

A: You need to refresh the screen to visually update the current view. To do this you can either:

Press the F5 key on your keyboard to refresh the current window

OR

Press Shift-F5 to update all open windows.

Q: How can I view the previous versions of a document?

A: You can view previous versions of the document from the Versions tab in the Properties window:

  • Right click the document
  • Select Properties
  • Select the Versions tab 

In the Versions tab, only published versions (if any) will be displayed by default.
To review all versions (including drafts) select the Display Draft Version check box. Any document version can be viewed by double-clicking on it.

Q: How can I tell who has accessed, e.g. viewed, amended, printed a document?

A: You can view events for a document (or other object) from the Audit tab in the Properties window. This will tell you everything that has happened since the object was created:

  • Right click the document
  • Select Properties
  • Select the Audit tab

Q: When I double click to open a document, I see both Word and PDF formats. How is this done?

A: The PDF is a rendition of the original Word document.

Renditions can be created for document version using the Renditions tab on the Properties window.

Q: I meant to publish my document last time I released it. Do I have to create a new version to publish it?

A: No. Just right click the document and select Publish.

Q: How do I release my document if I have left it in the Edit state?

A: Right click the document and select Release from Editing.

Q: Can I close my document whilst editing without releasing it?

A: Yes, Choose the Keep in Edit button in the Release from Editing window.

Q: Why does my document show 'track changes' when I add it to Objective?

A: Track changes was activated in the Word document and there were still unaccepted changes when the document was last saved.

To accept / reject the changes in word:

Right click the relevant change and select Accept or Reject

OR

Select the Review Tab and, using the 'Accept' pick list, select 'Accept all Changes in Document'

Note: Changing the tracking view in Word, e.g. to "Final", does not permanently accept / reject the changes but temporarily displays the document as if they were accepted.

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E-mail FAQs

Q: How do I send an Objective document to a colleague?

A: If the person you want to send the document to has access to Objective, you can send them a reference to it by doing the following:

  • Right click the document
  • Select Send -> Send Reference to
  • If the person you want to send the document to does not have access to Objective, send them a copy by doing the following:
  • Right click the document.
  • Select Send -> Send Copy to

Q: I’ve just received an email with an attachment that looks like the Objective icon. What is this?

A: The attachment is a reference to an object in Objective. Double click the attachment and you will be taken directly to the original object stored in Objective

Note: If you are not logged in, Windows will automatically sign you into EDM and display the location of the document.

Q: What is this error: "Sorry but an object of ID (A236)cannot be accessed"?

A: The Objective reference you have opened is a reference to an object that you are not permitted to access. Contact the person who sent it to you.

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  • 11 Asset Management Records

    1.1   Estates Legal Records

    1.2   Estates Assets

    1.2.1     Maintenance Records
    1.2.2     Registers, Reports and Plans
    1.2.3     Environmental Management
    1.2.4     Physical Security

    1.3   IT Hardware and Software

    1.3.1     System Maintenance
    1.3.2     User Support

  • 2 Audit Records

    2.1   Programme Quality, Monitoring and Review

    2.1.1     Committees
    2.1.2     Annual Standards and Quality Evaluative Reviews
    2.1.3     Periodic Reviews of Curriculum
    2.1.4     External Examiners
    2.1.5     Validation and Accreditation by Professional, Statutory and Regulatory Bodies (PRSBs)
    2.1.6     QAA Audits
    2.1.7     Student Feedback
    2.1.8     Peer Review

    2.2   Internal Audits

    2.3   External Audits

    2.4   Health and Safety Audits

    2.5   Environmental Audits

  • 3 Committee Records

    3.1    Management, Organisation and Committee Structures

    3.2    Board of Governors' Committees

    3.3    Committees, Working Groups and Meetings

    3.3.1     University Level
    3.3.2     Faculty, Professional Service, Support Service Level
    3.3.3     Department, School, Team Level
    3.3.4     Programme Level
    3.3.5     Assessment Level
    3.3.6     Project Level

    3.4    Ad-hoc Meetings

  • 4 Communications and Marketing Records

    4.1    Surveys, Feedback, Evaluation Forms and Market Research

    4.1.1     Events and Training Evaluation
    4.1.2     Market Research

    4.2    Public Relations

    4.3    Media Relations

    4.4    Education Liaison

    4.4.1     Up for It Club

    4.5    Alumni Relations

    4.6    Publications and Promotional Materials

    4.6.1     Corporate Identity

  • 5 Financial Records

    5.1    Procurement

    5.1.1     Identification and Vetting of Potential Suppliers
    5.1.2     Selection of Suppliers
    5.1.3     Management of Supplier Relationships
    5.1.4     Monitoring of Supplier Performance

    5.2    Purchasing

    5.2.1     Authorisation of Purchasing
    5.2.2     Placing of Orders
    5.2.3     Taking Delivery of Goods and Services

    5.3    Accounting for Expenditure

    5.4    Accounting for Income

    5.5    Internal Recharges

    5.6    Payroll Administration

    5.6.1     Processing of Non-statutory Deductions from Salaries and Wages
    5.6.2     Making Payroll Payments
    5.6.3     Employment Related Tax Liabilities
    5.6.4     Statutory Leave Entitlements - pay records

    5.7    Financial Planning

    5.7.1     Preparation of Financial Forecasts
    5.7.2     Preparation of Capital and Revenue Budgets

    5.8    Management Accounting

    5.8.1     Financial Analysis

    5.9    Cash Management

    5.10  Tax Management

    5.10.1   Assessment of Tax Returns
    5.10.2   Submission of Tax Returns

    5.11  Captial Asset Management

    5.11.1   Maintaining Asset Registers
    5.11.2   Controlling the Official Movement of Assets

    5.12  Investment Management

    5.12.1   Acquisition/Disposal of Investments

    5.13  Insurance Management

    5.13.1   Maintenance of Insurance Policies
    5.13.2   Filing Claims Against Insurance Policies

  • 6 HR Records

    6.1    Recruitment

    6.1.1     Administration and Advertisement
    6.1.2     Applications and Selection
    6.1.3     Points Based Immigration System
    6.1.4     Disclosure and Barring Records
    6.1.5     Pre-employment Screening

    6.2    Staff Records and Staff Files

    6.2.1     Staff Enquiries
    6.2.2     Staff Files
    6.2.3     Staff Records
    6.2.4     Leave Records
    6.2.5     Sickness Absence
    6.2.6     General Staff Health Records
    6.2.7     Termination of Employment

    6.3    Induction, Probation and Personal Development

    6.3.1     Personal Induction
    6.3.2     Probation Records
    6.3.3     Appraisals
    6.3.4     Individual Training Needs Assessments and Records of Training Received

    6.4    Grievance and Discipline

    6.4.1     Appeals

    6.5    Remuneration and Reward

    6.5.1     Pay and Grading
    6.5.2     Awards
    6.5.2.1    Contribution Awards & Merit Increase Awards (historic)
    6.5.2.2    Recognition Awards
    6.5.2.3    Long Service Awards

    6.6    Pensions

    6.7    Industrial Relations

  • 7 Project Records

    7.1    Project Management (PRINCE2)

    7.2    Capital Projects

    7.3    Research Projects

    7.3.1     Research Proposals and Funding Bids
    7.3.1.1    Unsuccessful Proposals - Where the Proposal is not likely to be Re-submitted
    7.3.1.2    Unsuccessful Proposals - Where the Proposal is likely to be Re-submitted
    7.3.1.3    Successful Proposals
    7.3.2     Research Data and Related Project Documentation
    7.3.3     Published Research

  • 8 Risk Management Records

    8.1    Risk Management

    8.2    Declarations of Interest

    8.3    Disclosure and Barring

    8.3.1     DBS Administration
    8.3.2     Criminal Conviction Information (Staff and Students)

    8.4    Litigation

    8.4.1     Legal Cases
    8.4.2     Documented Legal Advice Provided for the University

    8.5    Complaints

    8.6    Health and Safety

    8.6.1     General Health and Safety Monitoring
    8.6.2     Display Screens
    8.6.3     Accidents and First Aid
    8.6.4     Fire Safety
    8.6.5     Out of Hours Risk
    8.6.6     Students
    8.6.6.1    Field Trips
    8.6.6.2    Student Placements
    8.6.7     Staff and Contractors
    8.6.8     Asbestos
    8.6.8.1    Occupational Health: Asbestos
    8.6.9     Hazardous Substances
    8.6.9.1    Occupational Health: Hazardous Substances
    8.6.10   Lead
    8.6.10.1  Occupational Health: Lead
    8.6.11   Noise
    8.6.11.1  Occupational Health: Noise
    8.6.12   Ionising Radiation
    8.6.12.1  Occupational Health: Ionising Radiation

  • 9 Services and Student Support Records

    9.1    Library Records

    9.1.1     General Library Records
    9.1.2     Enquiries
    9.1.3     Membership
    9.1.3.1    Student Borrowing Records and Contact Details
    9.1.3.2    "Referred to Finance" Cases
    9.1.3.3    Distance Learners
    9.1.3.4    External Readers
    9.1.3.5    Staff and Contractor Borrowing Records and Contact Details
    9.1.4     University Archive

    9.2    Sport and Recreation

    9.2.1     Membership and Usage
    9.2.2     Services - Individual Client Records
    9.2.3     Clubs and Societies
    9.2.4     Schemes and Programmes
    9.2.4.1    Coach Education Programme
    9.2.4.2    Intramural Sports Programme
    9.2.4.3    Sports Scholarship Scheme
    9.2.4.4    UP for Sport

    9.3    Dental Clinic Records

    9.4    Nursery

    9.4.1     Childcare Policies and Procedures
    9.4.2     Administrative Records

    9.5    Academic Skills (ASK)

    9.6    Additional Support and Disability Advice Centre (ASDAC)

    9.7    Student Wellbeing

    9.8    Chaplaincy

    9.9    Residential Services

    9.9.1     Individual Residents

    9.10  Student Housing

    9.10.1   Registration Scheme for Landlords
    9.10.2   Guidance for Students

    9.11  Student and Neighbour Liaison Service

    9.12  Student Finance

    9.13  Law Clinic records

  • 10 Strategy and Governance Records

    10.1    Board of Governors

    10.1.1     Legal Framework and Terms of Reference
    10.1.2     Governors: Personal Records
    10.1.3     Governors: Administrative Records

    10.2    Strategies, Strategic Plans and Management Plans

    10.3    Policies and Procedures

    10.3.1     Policies - Final Versions
    10.3.2     Procedures - Final Versions
    10.3.3     Working Papers and Drafts
    10.3.4     Equality Impact Assessments
    10.3.5     Implementation

    10.4    Annual Reports

    10.5    Student Charter

    10.6    Statistics

    10.6.1     Strategic Returns
    10.6.2     Other Statistics

    10.7    Contracts and Licences

    10.7.1     Non-academic Contracts and Licences
    10.7.2     Collaborative Programme Contracts
    10.7.3     Research Contracts
    10.7.4     Student Placements and Training Agreements
    10.7.5     Validation and Accreditation Contracts
    10.7.6     International Contracts and Sponsorship Licence

    10.8    Information Governance

    10.8.1     Data Protection
    10.8.2     Freedom of Information and Environmental Information
    10.8.3     Appeals to the Information Commissioner's Office
    10.8.4     Public Interest Disclosure
    10.8.5     Records Management
    10.8.6     Information Security and Monitoring

  • 11 Student and Course Records

    11.1    Admissions

    11.1.1     Administration of Admissions
    11.1.2     Admission Records
    11.1.3     Accreditation of Prior Learning
    11.1.4     Points Based Immigration System
    11.1.5     Disclosure and Barring

    11.2    Registration and Invoicing

    11.3    Student Records and Files

    11.3.1     Student Records
    11.3.2     Student Files
    11.3.3     Transcripts, Parchments and Validation Records
    11.3.4     General Misconduct

    11.4    Development and Supervision Records

    11.5    Student References

    11.6    Assessments

    11.6.1     Administration of Assessments
    11.6.2     Assessed Work
    11.6.3     Higher Degrees
    11.6.3.1    Taught Masters
    11.6.3.2    Research Degrees
    11.6.3.3    Viva
    11.6.3.4    Higher Degrees by Publication and Higher Doctorate
    11.6.4     Feedback to Students
    11.6.5     Unit Assessment Boards
    11.6.6     Boards of Examiners
    11.6.7     Extenuating Circumstances
    11.6.8     Academic Appeals
    11.6.9     Academic Misconduct

    11.7    Course Records

    11.7.1     Course Approval
    11.7.2     Programme Specifications
    11.7.3     Course Structure

    11.8    Unit Records

    11.9    Student Handbooks

    11.10  Course Materials

    11.11  Timetables

    11.12  Graduation

    11.13  Quality and Vaildation

  • 12 Training and Event Records

    12.1    Training Sessions and Events

    12.1.1     Records Relating to the Provision of Health and Safety Training

    12.2    Catering Services

    12.3    Conferences and Lettings