Sustainability & Risk / Health & Safety Background Data
Sustainability & Risk / Compliance / Background Data - Compliance
Sustainability & Risk / Emergency Preparedness / Background Data

Defining Folders for a Document Library

A safety manager, emergency planner, or safety planner can set up a library of risk-related documentation. Such documentation might include evacuation procedures, best practices, environmental and safety surveys, corporate safety policies, workplace evaluations, and incident-related materials.

Before risk-related documents can be uploaded and saved to the database, you must create an underlying system of document folders, categories, and types to organize safety document storage. Document folders enable you to locate documents by browsing the filing system using drill-down selection lists or by entering the Document Folder as a search criterion in a Filter console. This is especially useful if the document is not associated with an individual record, or if it is used across different Archibus application.

With a folder structure and document categories and types established, when you upload incident-related documents or safety program documents you can specify the category and type and the document folder location. Additionally, the uploaded documents and their folders can be accessed from any Archibus application that uses the Document Library feature.

 

Using the Compliance application, you can store documents by associating them with a regulation, program, requirement, location, or event. However, some documents are general documents that do not apply to a single record. In these cases, Compliance Officers might want to organize documents into a filing system that is customized to their unique business needs or structure by defining document library folders. This is especially useful when the document is not associated with individual records, or is used across different Archibus applications.

These document folders enable you to locate documents by browsing the filing system using drill-down selection lists, as found in some views, or by entering the Document Folder as a search criterion in a Filter console. When you enter the Document Folder as search criteria, both the drill-down selection list and the grid pane showing the list of documents is restricted to show only the documents associated with that Document Folder.

You can associate a document with an individual record, and also with a Document Folder. You can associate a document with a Document Folder and also with a Document Category and Type.

Define Document Folders and Sub-Folders

The first step in creating the document framework is to establish document folders.

  1. Select Define Document Library Folders.
  2. Click Add New to open the entry form.
  3. In the entry form enter a name and optional summary and description for the folder.
  4. In the right pane click Save.

After you define one or more document folders, define sub-folders to enhance organization. To define a sub-folder:

  1. Create at least one document folder.
  2. In the middle pane click Add New to open the entry form in the right pane.
  3. In the entry form enter a name and optional summary and description for the folder.
  4. Use the Parent Folder select tool to select the folder within which the sub-folder will reside.
  5. In the right pane click Save to record your entry in the database.

    The sub-folder is displayed under the parent folder in the left pane.

For example, a hierarchical filing system for Compliance might be:

Compliance

FY2011

ISO

Environmental

HR

Finance

Vendors

Vendor A

Contracts

SLA

Regulatory Agencies

EPA

OSHA

FDA

Best Practices

Inspections

Audits

Documentation

Correspondence

IN

OUT