Documents in the system are organized in three ways: Drawers, Document types and Index Fields.
Drawers are the first level of organization. They are used for creating security levels or separating documents with separate indexing values. KU IT's Application Analyst can help you create multiple drawers based on your security requirements or organization needs.
In addition to the Drawers, each document will have a Document Type and up to five Indexing Fields. The Document Type and Indexing Fields provide the distinction between records. For example, if the Drawer, Document Type and Indexing Fields on a new document match an existing document in the system, the two documents will be appended together giving you multiple pages within the same document.
In some cases, a department will make each type of form as a separate document type. Other departments have chosen to have all student documents grouped together as "supporting docs" or "student records." Whether or not to group documents depends on how you want to access them later. If you choose to group documents, you may have to scroll through the document to find the form that you want. If you have a form that you want to be able to quickly find for a student, you might break it out as a separate document type.
Indexing Fields and Document Types help differentiate documents so they can be easily retrieved. Common indexing fields are:
- Student ID & student name are both common Indexing Fields
- Social Security Numbers are not allowed as Indexing Fields—not even the last four digits