Creating Document Schemas

In order to manage the documents properly, the Library Administrator creates schemas to manage the files. Schemas can be classified documents as one of three types:

• Electronic Documents are files that will change over time. These documents typically undergo the full lifecycle of addition, revision and deletion. For this reason, files associated with these types of schemas will need to be version controlled. The FileHold library retains unique copies of each version of a document.

• Electronic Records prevents files associated with this schema from being versioned or modified by any user. Electronic records are files that will never change and are typically proof of some form of transaction that occurred within the company. Files of this nature can only be deleted by system administrators or by the archive and deletion policies as set for the schema. The storage of files using an electronic record schema is used mainly for compliance with record retention policies such as ISO 15489, Sarbanes Oxley, HIPPAA or DoD 5015.

• Offline document schemas are effectively an entry in FileHold that point to a physical document that is stored outside of the electronic library. An example may be a large architectural document, rare periodical, large blueprint, map, or signed contract that has yet to be scanned.

To create a document schema

1. In the Web Client, in the Library Admin area, go to Manage Schemas > Document Schemas and click Add Schema. The Document Schema Wizard opens.

• Alternatively, in FDA go to Administration > Manage Schemas > Document Schemas and click Add Schema (+ sign).

2. In the General area, enter a schema Name, Description, and select the type of schema:

• Electronic Document

• Electronic Record

• Offline Document — See Creating Document Schemas for Offline Documents for more information.

3. In the Custom Document Numbering area, select or both of the following (optional):

• Document Control Field — Used to assign a specific number to a document and use it throughout its lifecycle. This field is useful for when documents are tightly controlled. Document control fields can be automatically generated or entered manually by a user. This is an optional setting that must be enabled before any documents are added to the schema. This feature is also known as a Document Control Number. You will need to set up control fields in the Control Fields section. See Document and Version Control Numbers for more information.

• Version Control Field — Used to manage versioned documents. Documents that are checked in and out are given version numbers so files are not overwritten or deleted as they are updated. You can view the document version history and revert to a previous version. You will need to set up control fields in the Control Fields section. This is an optional setting. See Document and Version Control Numbers for more information.

4. Click Next or Membership in the Document Schema Wizard to add group security rights to the schema.

See also:

Group and User Membership for Schemas

Creating Schemas for Offline Documents

Document and Version Control Numbers

Adding Groups and Users to Schemas

Adding Metadata to Schemas

Schema Workflows

Custom File Naming

Auto-filing

Event Schedules