DIIMS Frequently Asked Questions
Contents
1. 2 From the Function menu select Properties gt Versions 3 Click on the version to which you want to add comments from the Functions menu select Properties gt General 4 In the Description field add your comments 5 Click Update 19 1 need to change the profile information for several documents have filed into DIIMS Is there a way I can make the same change simultaneously to these documents No You need to contact your Records Office 20 Can I create a folder for my group Yes You may create a folder and assign access to only members of your group Note By default the access rights permissions assigned to your folder will be inherited from the folder into which it is added Page 5 of 8 aa Northwest _ Territories oy DIIMS Frequently Asked Questions Security 21 If don t modify the access to my document when save it to DIIMS who has access to it The system default is All folders under the Enterprise Workspace have default permissions applied to them Every time a document or email is saved to any folder it will inherit the permissions assigned to that folder Author provides full access rights to your documents assign Edit Permissions to at least one other person i e Supervisor or administrative assistant You as the author will automatically be granted full permissions Note To view the Permissions on your document from the Functions menu select Permissions Cl2. cancels the action If the native application s AutoRecovery is activated by an application failure analyzing the problem will be outside the scope of DIIMS error detection Users should then follow normal application procedures to recover their document 16 What is the best way for me to save one of my documents from my shared drive into DIIMS You can save import the document into DIIMS in several ways 1 from within the application using the Save As command or 2 drag amp drop from the MS Windows folders to the Enterprise Connect folders or 3 Add as Existing Document command For more information please refer to the DIIMS End User Training Guide Module 2 section 2 3 Remember when you import you are copying the document hence you need to delete the document on the shared drive to ensure there is only one document Page 4 of 8 aa Northwest _ Territories ey DIIMS Frequently Asked Questions 17 1 received a document from another department that is similar to a document that have been working on in DIIMS How can I store this into DIIMS as a version of an existing DIIMS document You can add it as a version of the existing document in DIIMS Please refer to DIIMS End User Manual Chapter 3 section 3 4 18 When I created a new version forgot to add comments to describe the changes Can I add these notes now If so how Yes you can add notes at anytime 1 Locate and select the DIIMS document
3. copy to the external drive For more information please refer to the DIIMS End User Training Guide Module 3 Working with your Documents 13 1 want to edit a document I was working on a couple of weeks ago but when I try to open it a system message appears informing me that it is reserved by a person who no longer works at the Department How can I unreserve my document back into DIIMS so that I can continue to work on it You cannot unreserve a document that someone else has reserved even if you are the author If you can t ask the person who reserved the document to unreserve it you need to contact the DIIMS Help Desk to unreserve the document 14 How can find out whether my document was edited who edited it when they did so and what they did You can find out about edits to your document by viewing the document history 4 Locate and select the document in DIIMS and 5 From the Functions menu right click on document from Enterprise Connect interface select Properties gt Audit NOTE The Audit page lists the action taken by DIIMS users but it does not indicate what edits were made 15 What do do if my document displays a 0 Byte file If conditions are detected whereby a save or upload process fails for a DIIMS document a message will notify the user who can use the Retry option provided in the message window The system will continue to try the save or upload process until the file is saved successfully or the user
4. ick on a group or user name listed to view the permissions granted 22 If want the same people to have access to my DIIMS documents how do I set the Security to share access with them so that don t have to set it every time save documents to DIIMS You can set the Folder profile access to include those individuals and groups All documents contained within the folder inherit the folder access permission For more information please refer DIIMS End User Training Guide Module 3 section 3 1 Searches 23 1 created a search in DIIMS yesterday but can t see the corresponding icon under Searches in DIIMS Why does it not show It doesn t show because you did not save the search You must save a search to reuse it Otherwise it becomes a session search which disappears from the Quick Search list when you terminate your DIIMS session 24 1 want a list of all of the MS Word documents that I have saved to DIIMS How do I do this Perform an Advanced Search using the System Attributes filter specify the following criteria 1 Under the Templates tab choose Microsoft Word under the System Templates 2 Object type Document 3 Created By your name 4 Click Search Note you can further define the search by defining dates from the Additional Attributes menu Page 6 of 8 aa Northwest _ Territories oy DIIMS Frequently Asked Questions 25 1 ran a search that returned more than 500 documents I
5. ng to find it a Click Browse My Tree and then click a folder from within your Favourites list All the documents will appear in the list b Browse the folder structure under the _ Enterprise Folder c Select a folder from the History list d Execute one of the Saved Searches from the Searches List 2 Click the file and then select either Insert as attachment or Insert as Link only use Insert as Link if you are sending this email to somebody that is using DIIMS 3 Click Open 29 Can I delete an email saved to DIIMS Yes if an e mail or documents are deemed transitory you can delete it when you no longer require it Page 8 of 8 aa lorthwest Territories N
6. one or which is the current one Reduces duplication of documents Improves sharing of information Has security features to protect restricted information Information is structured to match the classification system of ARCS and ORCS so retention and disposition is applied to electronic as well as paper records e There are ways to customize your view of DIIMS to better suit the way you work Page 1 of 8 aa Northwest _ Territories oy DIIMS Frequently Asked Questions 3 What type of information should be saved into DIIMS All business related records created with the standard desktop tools should be saved into DIIMS Examples e Word Excel PowerPoint Emails PDF s MS Project Visio e Drafts References Correspondence and Final Documents e Image Files ensure they are properly named and only the relevant images are saved e Reports generated from departmental information systems databases IE PDF Output Please contact the DIIMS Help Desk to inquire about any non standard application types that you may want to save into DIIMS 4 What type of information shouldn t be saved into DIIMS e System Files e Website Configuration Files e Application Configuration Files e Databases Please contact the DIIMS Help Desk if you have any questions or require Clarification 5 How do I contact the DIIMS Help Desk Email DIIMS gov nt ca Telephone 867 920 3078 DIIMS Help Desk Support Information Sheet ht
7. oy DIIMS Frequently Asked Questions General 1 What is DIIMS and why do we need to use it DIIMS Digital Integrated Information Management System is a corporate GNWT wide solution that enables the GNWT to gain better access and control of its electronic information throughout the organization Document management is the first step in gaining better control of the GNWT s electronic information It will provide a means to timelier access to information and more efficient use of time and resources The increasing use of electronic information throughout the GNWT is placing increased burdens on resources personnel and hardware Space requirements to store multiple copies of the same document compound over time resulting in escalating storage costs Timely and efficient access to information is paramount especially when it comes to legal discovery processes and ATIPP requests Inability to find and produce documents can be costly and embarrassing for the GNWT while lost time searching for electronic information is increasingly problematic for employees 2 What are some benefits of using DIIMS e Captures e mail word documents excel spreadsheets into one repository e Saves them into a shared repository so that everyone who needs the information can access it e Allows for full text searching of your documents emails attachments folders Tracks versions of documents so that you do not have wonder which draft was the first
8. s there a way to search according to a date range within those documents Yes you can specify a date range in the any of the Date fields from the Additional Attributes 26 How can search for more than one word inside a document 1 Define the criteria using the Advanced Search gt Full Text filter 2 Click the sign to add multiple values 3 Define further criteria by using additional filters optionally 4 Click Search Please refer to DIIMS End User Training Guide Module 5 Searching for Information Page 7 of 8 aa Northwest _ Territories oy DIIMS Frequently Asked Questions Emails 27 When I send or receive an email who saves it into DIIMS What about when receive one The business rule is You send it you save it so if you send an email you are the one who saves it into DIIMS When you receive an email from someone in the Office they will be responsible for saving it If the email is sent from someone outside the Office then it is your responsibility to save it if you are the only one who received it or are the first person on the list of recipients 28 How can email a document that is in DIIMS to another department if they don t have DIIMS You can attach a copy of the DIIMS document to the email either from inside DIIMS or from MS Outlook From MS Outlook 1 Create an email select Attach Document from the DIIMS menu To select a document to attach do one of the followi
9. tp diims pws gov nt ca gnwt llisapi dll open 13568657 6 Can I access DIIMS from home Yes You can log into DIIMS from anywhere with a valid internet connection The URL is to the external portal is http diimsxt pws gov nt ca You will need to use your network credentials g Nnnn iexplore exe when prompted Caerts ta tli IE UserID corp mariolemieux Password Network password as Please read the information sheet before using Domair corp Remember my credentials the external site http diims pws gov nt ca gnwt Ilisapi dll open 13569766 OK Cones f Page 2 of 8 aa Northwest _ Territories ey DIIMS Frequently Asked Questions Documents 7 Do Ihave to save all of my documents in DIIMS Yes There is a mandatory save feature enabled within Word Excel and Powerpoint Acrobat All business related information is to be saved within the Enterprise Workspace Email is not mandatory but all business related emails should be saved to DIIMS 8 Can I delete documents I have saved into DIIMS Yes but you must be careful which documents you delete Delete those documents that are of no business value are a duplicate or are personal For further information please contact your Records Coordinator 9 If 1 don t launch DIIMS first will my documents still be saved in DIIMS If the document is located on the shared network dri
10. ve you can open it from within the native application When you want to save it to DIIMS click File gt Save As Navigate to the location where you want to file the document select Save As gt New Document or New Version and then complete the document profile 10 If can t find the appropriate folder for my DIIMS document can I create my own Yes You can create your own subfolder within the folder structure that has already been setup Every folder under the Enterprise Workspace has been classified to ARCS or ORCS If you need a completely different File Number then you will need to contact your departmental records staff 11 When I open a document stored within DIIMS edit it and then click Save a profile form displays Why am I getting a profile when the document is already saved into DIIMS There are 3 possible reasons 1 You don t have rights to save changes to the document 2 You are trying to make the changes to a previous version 3 You are editing a document from an email or a document copy from a temporary storage drive and then trying to save it into DIIMS which recognizes it as a new document In this case you need to import it as a version of the existing document Page 3 of 8 aa lorthwest Territories N oy DIIMS Frequently Asked Questions 12 How can I save a DIIMS document to a USB drive so that can work on it from home You need to reserve the document and then download a
Download Pdf Manuals
Related Search