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Creating a Case Series and Case File

To create a new Electronic Case Series,

  1. Login as System / User Administrator
  2. Click on Module Switcher at the top bar and select KRIS Administrator module.        
  3. Click on Manage File Reference link under Manage Classification section.
  4. Click on Classification Tab for e.g. Subject.
  5. Click on > to expand the classification.
  6. Right click on the Subject where the new File Reference is to be created and select Add Case Series.             
  7. Filling in the compulsory fields (*) File Reference’s Details:
    • *Case Series No. – The unique identifier of the Folder which is non-editable after saving. (Note the File Reference No. has to be unique in the organisation)
    • *Case Series Title – The descriptive name of the Folder
    • *File Type – The type of records in the File Reference. It is defaulted to Electronic.
    • *Security Grading – The Security Grading of the Folder.  It defines the security clearance the role or group role is required in order to access the documents in the folder.
    • *Security Method – The Security Method to be taken on the File. It is defaulted to N.A as defined in the System Settings
    • *File Status – The Status of the File Reference.  (e.g. Active or Closed or Mark for Deletion). It is defaulted to Active in the System Settings
    • Date Created – Date the File Reference is created in the System.
    • Date Closed – Date the File is Closed in the System.
    • Tag – Additional metadata /category that administrator can assign to this File Reference. Administrator will chose from a list of tags are defined in the Tag Administration.
    • Remarks – Additional comments on the File Reference.
    • Previous Case Series No. – Additional Information on the Previous File Reference No. of the File Reference.           

8. Click on Next Step button.

In Define Access List, Inherited Roles from the Parent Subject will be auto populated in Chosen Roles list if they match the selected Security Grading. Uncheck the Inherits Access List                 from Organization Chart to redefine the access rights to the File.  Any changes to the Cabinet / Subject’s access will not be propagated to this File Reference.

9. Click on Next Step button.

10. Enter the Retention Period and Disposal Action – Softcopy               

    •  Retention Period – The duration to keep the records in the File Reference (in Years).
    • Disposal Action – The action to be taken after the expiry of the Records based on File Closed Date       

11. Click on Save button to save the changes

12. Click on OK button to close the Success Message window.

 

To create a Case File,

  1. Click on Module Switcher at the top bar and select KRIS Administrator module.
  2. Click on Manage File Reference link under Manage Classification section.
  3. Click on Classification Tab for e.g. Subject.
  4. Click on > to expand the classification.
  5. Select the Case Series that need to add a Case File.
  6. Right click on the selected subject and click on Add Case File.                                                         
  7. Filling in the compulsory fields (*) File Reference’s Details:
    • *Case No. –
      • The unique identifier of the Case File which is non-editable after saving. (Note the File Reference No. has to be unique in the organization)
      • It is auto populated with Case Series No (editable) if the Default Case No to File No is turned ON in System Setting – Classification.
    • *Case Title – The descriptive name of the Folder
    • *Officer In-Charge – The Role/User who is in charge of this case file. For information purpose only.
    • *Case Status – The Status of the Case File  (e.g. Active or Closed or Mark for Deletion). It is defaulted to Active when creating a new file.
    • Date Created – Date the Case File is opened/created in the System.
    • Date Closed – Date the Case File is Closed in the System.
    • KIV Date – To be used in a Case Management scenario when administrator can set a KIV date on this Case File. For information purpose only.
    • Review Date – To be used in a Case Management scenario when administrator can set a Review date on this Case File. For information purpose only.
    • Retention Period – Auto Inherited from Case Series
    • File Description – More information on this Case File
    • Remarks – Additional comments on the File Reference.                                                       
  2. Click on View/Edit button at Officer-In-Charge field.

A windows will be displayed contain the list of the Users/Roles who have the access for this case. This set of users are inherited from Case Series.

9. Select the user/role from the available individuals/roles.

10. Click on Add/Remove button.

11. Click on OK button to save the selection in Officer In-Charge window.

13. Click Save button to create the case file.                                                                         

 

 

 

 

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