KRIS Overview

KRIS, a Knowledge Repository Information System, is a secured and dependable knowledge repository which captures, manages and retains unstructured corporate information and people knowledge effectively. The repository provides an organisation with the capability to exploit its valuable information assets, which consequently develops a sustainable competitive advantage that is unique to each enterprise.

We know using software for the first time can be a little overwhelming, with people often not sure where to start. To get you up and running quickly, this video will guide you through the simple steps on how to access KRIS for filing, searching and viewing of records.

Building Blocks of KRIS

• KRIS Administrator – Administrative module that controls the system settings, creation of roles and folder structures as well as setting up access controls and permissions.

• Record Manager – A central repository for all documents. KRIS supports file types such as PDF, MS Office files, Emails, and more. Automatic OCR and a powerful search allows you to search within documents.

• Smart Mail Organizer – Securely files critical emails and future incoming emails from the same thread into KRIS with a single click within Microsoft Outlook. Gain instant insights on the email content which can be derived from the Knowledge Community within KRIS.

• E-Submission – Workflow module for routing documents and/or requests for approval by digitising and automating your physical paper forms and manual work processes.

• File Tracker – Manages physical records electronically. Handles and tracks the indexes of records, tracks check-in/check-out statuses and the physical locations of these physical folders.

• Archive Manager – Manages the archival process of the documents which have reached their retention period.

Commonly Used Terms in KRIS

• Role refers to the functional responsibility of an individual in an organisation. Each individual is termed as a login, within the organisation chart, and is assigned with at least one role.

• Cabinet is a compartment that is automatically assigned to a role upon the successful creation of a role. Roles and Cabinets are created aligned to an organisation’s hierarchical level, thus it determines the parent and child relationship which is widely used in the KRIS inheritance rule that controls access rights of the information stored in these Cabinets.

• Subject is a classification of folders that belongs to a topic of interest that is not restricted to the job function of any roles in the organisation. The access rights to these Subjects can be assigned to a group of roles either from the same department or different departments, as long as they are working on the same information. KRIS inheritance rule for access right control is also applied when there are multiple levels of Subjects created. The roles assigned at the Parent Subject will be automatically given access to the Child Subject, provided that inherited roles have matched the security grading level of the Subject.

• Security grading is the value that is used to determine the access level of a Role and a Cabinet/Subject. Each Role and Cabinet/Subject is assigned with a Security Grading when it is created. Every Role must have a Security Grading that is equal or higher than the Security Grading of a Cabinet/Subject in order to access its folders classified underneath it.

• Public Folders is a set of folders that does not belong to any particular Role or Subject. This compartment is commonly used for sharing general information that should be available to the entire organisation regardless of their functional roles and security clearance level. No security grading is tagged on the folders that are created as Public Folders.

• File Reference is a folder that contains documents which relates to the same topic or subject matter.
  • indicates it is an electronic folder that contains only electronic documents
  • indicates it is a physical folder that only display a catalogue of paper documents kept in the physical folder
  • indicates it is a hybrid folder that can contain both electronic records and paper records catalogue

• Case Series is a set of case references that deals with similar types of cases, such as client files or project files. Similarly, there are different colours used to represent different types of documents that stored in each type of Case Series.
  • Yellow Case Series will only contain electronic documents
  • Brown Case Series  is a physical folder that only display a catalog of paper documents kept in the physical folder
  • Blue Case Series is a hybrid folder that contains both electronic records and paper records catalogue

• Case Reference is a folder that contains documents that relate to a specific, time-limited entity or event, such as a person, event, project, or organisation. Each case file deals with a different case or instance. An example of a case file is a Personnel File where all of the information in this file is with reference to one individual while they are employed.