ANU Electronic Records Management System (ERMS) — demonstration 1

Summary

This video demonstrates how to use the Electronic Records Management System (RMS). It guides users through accessing the system via a web page, logging in with a University ID and password, and exploring the ANU Enterprise Library, which houses the business classification scheme. Users can browse, search, and contribute content to the RMS by uploading records to specific folders. The system offers full-text search capabilities and metadata filters to help locate and manage records efficiently. The process also includes an option to preview and review record metadata, assisting users in navigating and interacting with the content seamlessly.

Takeaways

• 😀 To access the RMS, go to the staff tab on the web page and select 'ERM' from the tools section.
• 😀 Log in with your University ID and password to access the system.
• 😀 Once logged in, you can either select 'Search' or 'Browse' to find content.
• 😀 The ANU Enterprise Library contains the business classification scheme, forming the folder structure in RMS.
• 😀 The left-hand side of the library displays business functions, with activities underneath them.
• 😀 Clicking on a folder will show a list of records, which can be viewed by selecting a specific record.
• 😀 The record preview shows the document on the left and metadata on the right, including title, author, and modification date.
• 😀 Additional metadata, including business function and retention period, is displayed under the 'Metadata' tab.
• 😀 To contribute content, go to the contribution folder and click the 'Upload' button in the top left corner.
• 😀 You can upload files by browsing or using the click-and-drag interface. Click 'Upload All' to submit files.
• 😀 The RMS allows full-text searches, so you can search for specific words in documents if you don’t recall the title.
• 😀 You can refine search results with metadata filters to help narrow down the content you’re looking for.

Q & A

What is the first step to access the Electronic Records Management System (ERM)?

To access ERM, go to the staff tab on the new web page and select 'ERM' from the tools section. This will take you to the login page.

How do you log into the ERM system?

To log in, enter your University ID and password on the login page.

What options are provided after logging into ERM?

After logging in, you are provided with two options: 'Search' and 'Browse'.

What is the 'ANU Enterprise Library' in ERM?

The 'ANU Enterprise Library' contains the business classification scheme, which serves as a folder structure within the ERM system.

What information can be found in the metadata summary of a record?

The metadata summary displays high-level details such as the title, author, modification date, and type of file associated with the record.

What additional details can be found under the 'Metadata' tab for a record?

The 'Metadata' tab shows details such as the business function, activity, and class data applied to the record, which are used to determine its retention period.

How do you contribute content to ERM?

To contribute content, navigate to the relevant contribution folder on the main ERM page, then click the 'Upload' button to add documents.

What options are available for uploading documents to ERM?

You can either browse to the content you wish to upload or use the click-and-drag interface to drag files into the upload box.

How do you search for records in ERM?

To search, click the 'Search' option on the left-hand menu, then enter relevant search terms in the search bar at the top of the screen.

Can you search the full content of records in ERM?

Yes, ERM content is fully searchable, including the text within files, provided the file types support this functionality.

How can you refine your search in ERM?

You can narrow down your search results by using detailed metadata searches with the standard search function.