Minutes Resolutions Archive Retrieval System
| Document Title | Minutes Resolutions Archive Retrieval System Guide |
|---|---|
| Document Number | MRARS -001 |
| Version | 1.1.5 |
| Author(s) | Senior Analyst, Governance |
| Approved by | Senior Manager, Operations |
| Approval Date | May 15th, 2024 |
1. Introduction
The Minutes & Resolutions Archive & Retrieval System enhances our minute-taking process, providing a centralized place for efficiently managing board meeting minutes. It allows users to assign action items securely within an organized system. This system is designed specifically for board administrators to streamline their minute-taking process, including activities before, during, and after the meeting. It also allows the easy assignment of actions and notification of attendees.
2. Document
2.1. Create a Document System
Admin users can add or create documents by clicking on the Create Document button located at the top right corner of the portal. The following details must be filled in to create a document:
- Title
- Members (select from the drop-down)
- Series Number
- Date (select from the calendar)
- Other Titles
- Types
- Language (select from the drop-down)
- Keywords
- Abstract
- Sponsors
- Description
- File Description
- Uploads
2.2. View
Admins can view the document details by clicking on the view icon available in front of each entry.
2.3. Edit
Entries can be updated by clicking on the edit icon or the update button.
3. Document Type
3.1. Create a Document Type
Admin or Employee users can create a new Document Type by clicking the Add Document Type button located at the top right corner of the portal. The following fields need to be filled:
- Document Type Name
- Status
4. Roles in Minutes and Retrieval System
| S.No. | Role Name | Description |
|---|---|---|
| 1 | document | This role is assigned to administrative users who are responsible for managing documents within the system. Users with this role can create, update, and view all documents in the module, ensuring organized and efficient document management. |
5. Frequently Asked Questions (FAQ’s)
1: Can documents be printed?
Yes, documents can be printed.
2: Can users search for past meeting minutes?
Yes, users can search and filter documents based on keywords, date, or document type.
3: What file formats are supported for document uploads?
The module supports PDF, JPG, and JPEG formats for document uploads.
4: Can users update or modify existing documents?
Yes, users with appropriate permissions can view and update documents.
5: What is the difference between public and private document types?
Public documents are visible to all employees, while private documents are accessible only to assigned members.
6. Glossary
| Term | Definition | Module Reference |
|---|---|---|
| Abstract | A brief summary of a document’s content, providing an overview of its key points. | Minutes Archive & Retrieval System » Document » Create Document |
| Create Document | A function that allows users to add new meeting minutes by filling in required fields such as title, date, and members. | Minutes Archive & Retrieval System » Document » Create Document |
| Create Document Type | A feature that enables users to define and categorise different types of documents stored in the system | Minutes Archive & Retrieval System » Document Type » Add Document Type |
| Description | A detailed explanation of the content within a document or meeting minutes. | Minutes Archive & Retrieval System » Document » Create Document |
| Document Type | A label used to classify documents based on their purpose, such as Meeting Minutes, Resolutions, or Reports. | Minutes Archive & Retrieval System » Document » Create Document |
| Edit Document | The process of updating or modifying an existing document entry. | Minutes Archive & Retrieval System » Document » Update option |
| File Description | A brief text explaining the content of an uploaded document. | Minutes Archive & Retrieval System » Document » Create Document |
| Keywords | Searchable terms are assigned to a document to help users find relevant meeting minutes quickly. | Minutes Archive & Retrieval System » Document » Create Document |
| Language Selection | A feature allowing users to specify the language in which a document is written. | Minutes Archive & Retrieval System » Document » Create Document |
| Members | Individuals assigned to a meeting are selected from a predefined list of the employees in the Employee Management Module. | Minutes Archive & Retrieval System » Document » Create Document |
| Series Number | A unique identifier assigned to a document for tracking purposes. | Minutes Archive & Retrieval System » Document » Create Document |
| Sponsors | Details of the meeting sponsors. | Minutes Archive & Retrieval System » Document » Create Document |
| Status | The current state of a document, such as Active or Inactive. | Minutes Archive & Retrieval System » Document » Create Document |
| Title | The name assigned to a document that reflects its content and purpose. | Minutes Archive & Retrieval System » Document » Create Document |
7. Workflow Diagrams
7.1. Activity Diagram
7.2. Use Case Diagram
