Creating a new Electronic Folder

To create a new Electronic Folder,

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 Subject File       
7. Filling in the compulsory fields (*) File Reference’s Details:
   • *File Reference 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)
   • *File 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 File No. – Additional Information on the Previous File Reference No. of the File Reference.                                           
8. Click on Next Step button.
9. 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. Click on Individual section to grant specific users the right to access this folder.                                                                                                                                                 

Information

Uncheck the Inherits Access List from Organisation Chart to redefine the access rights to the File. Any changes to the Subject’s access will not be propagated to this File Reference. The access to the File Reference can be given by Role, Group Role, Individual or Group.

10. Click on Next Step button.
11. 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 Record Creation Date
         
12. Click on Save button to save the changes
13. Click on OK button to close the Success Message window.