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                Management Systems Division



Records Office System – User Guide
(Departmental)




Author:      David Skyers, MSD
Reference:   ROS-UG-1 v1
Date:        July 2003
Revisions:   Version 1.0
ROS-UG-1 v1                                                   Records Office System


Abstract
This document provides an introduction to the Records Office Database System and is
suitable for Departments using the system. The document explains how to navigate
the system and how to perform tasks such as submitting requests for files to be
collected. It also looks at how to query the system by searching for files.




UCLMSD                                                                            i
ROS-UG-1 v1                                                                                     Records Office System


Contents

1. Introduction .............................................................................................. 1
1.1  Registering to use ROS via the Web ...................................................... 1
1.2  Support Contacts .................................................................................... 1
2. Getting Started ......................................................................................... 3
Login via Web .................................................................................................... 3
3.     Navigating UCL Administration Menu ................................................. 6
4. Record Office Main Menu....................................................................... 7
4.1  Closing Forms ........................................................................................ 8
5. Departmental Operations ........................................................................ 9
5.1  Searching for a Box/File – on the Clients Data Entry form ................... 9
5.2  Searching for a Box/File – on the Clients Request form ..................... 10
5.3  Creating a Record (Box/File) ............................................................... 11
5.4  Delete Record (Box/File) ..................................................................... 13
5.5  Confirm Box is Ready for Collection .................................................. 15
5.6  Print Box List ....................................................................................... 16
5.7  Request a Box or File from Storage ..................................................... 18
5.8  Box/File Status ..................................................................................... 23
5.9  Downloading Student Records............................................................. 25
5.10 Assigning Students to Boxes ............................................................... 29
6.     Appendix A – Menus, Toolbars and Shortcuts ................................... 30
7.     Appendix B – Terminology ................................................................... 31
8.     Appendix C – Glossary .......................................................................... 32




ii                                                                                                                UCLMSD
ROS-UG-1 v1                                                                                 Records Office System


Table of Figures
Figure 1: Web Login .......................................................................................... 4
Figure 2: Navigating UCL Administration Menu .............................................. 6
Figure 3: Record Office Main Menu .................................................................. 7
Figure 4: Close Form Icon ................................................................................. 8
Figure 5: Enter Query Mode .............................................................................. 9
Figure 6: Clients Data Entry ............................................................................ 11
Figure 7: Alert Box .......................................................................................... 11
Figure 8: Boxes ready for Collection ............................................................... 15
Figure 9: Clients File Request .......................................................................... 18
Figure 10: Clients File Request (Box Status)................................................... 23
Figure 11: Student Records Download Selection ............................................ 25
Figure 12: Selection Process Finished ............................................................. 26
Figure 13: Error Message ................................................................................. 26
Figure 14: Include Students ............................................................................. 27
Figure 15: List of Courses ................................................................................ 27
Figure 16: Exclude Students ............................................................................ 28
Figure 17: List of Courses ................................................................................ 28




UCLMSD                                                                                                              iii
ROS-UG-1 v1                                                      Records Office System

1.       Introduction
The aim of this document is to introduce you to the new ROS system. The document
focuses on navigation, searching for data and covers all of the forms and reporting
facilities within ROS.

This user guide is written to provide step-by-step instructions and selected examples
which use the ROS process.

The User Guide provided assumes that the users have the following skills before using
the ROS System.

        An understanding of the concepts of a PC including managing files and
         directories.
        Knowledge of Microsoft Windows and basic knowledge of a browser.
        Some familiarity with the Records Office Process.

The User Guide provided assumes that you have also been given the following access.

        You have been authorised and have been given an account to use the ROS.

An understanding of the concepts of databases is highly desirable but not strictly
necessary.

Please Note: There are phrases that are used in this documentation that you may not
be familiar with see Appendix B – Terminology.

1.1      Registering to use ROS via the Web
Details on registering for ROS and other systems supported by MSD can be found at:

         http://www.msd.ucl.ac.uk/acct_reg.htm

1.2      Support Contacts
     1. Information Systems - is responsible for any problems with your PC, Network,
        granting username and passwords to the WTS system.

               Please email your queries to the helpdesk@ucl.ac.uk or phone x37779

     2. Records Office – is responsible for any administrative, data and process queries
        regarding the Records Office System. They are also responsible for authorising
        usernames and passwords to the ROS system and maintaining the integrity of
        the information stored within the database.

               Please email your queries to w.kirkby@ucl.ac.uk or phone: x 32065.

   3. Management Systems Division – is responsible for any Technical problems
      with the Records Office Database, registering accounts and resetting
      passwords on the system.
UCLMSD                                                                        1
       Please email your queries to dskyers@ucl.ac.uk or phone: x41849.




2                                                                   UCLMSD
   ROS-UG-1 v1                                                      Records Office System


   2.     Getting Started
   This section describes in detail the procedures you need to complete so you can run the
   ROS effectively. The ROS is now accessible via the web.

   Please Note: Users who have never used the records office system before will have to
   install J-Initiator, this should happen automatically. This is not needed when using
   WTS.

   If for any reason the web page cannot be displayed then please contact the Records
   Office, it is most likely that you do not have access rights to install J-Initiator.

   Login via Web
        1. Start your Internet Explorer web browser and then access the following URL:

        http://www.msd.ucl.ac.uk/admin/

   Once this web address has been entered, it will launch a Database application in
   another window as shown below Figure 2




                           Figure 1: MSD Administrative System Menu

2. Click on the Live Administration System link to access the Live Records Office
   System.

   Or

3. Click on the Test Administration System link to access the Test Records Office
   System.



   UCLMSD                                                                                 3
Please Note: The test system is for training only, please ensure that if you have real
boxes that need to be collected you use the live system.

Once this web address has been entered, it will launch a Database application in
another window as shown below Figure 2.




                                 Figure 2: Web Login

    4. Enter your Username and Password into the correct fields then click on the Login
       button.

Please Note: The user guide from this point reflects the look and feel of the ROS via
WTS.




4                                                                             UCLMSD
ROS-UG-1 v1                                                      Records Office System
Task One

In this task you will learn how to login the Records Office System.

1. Start your Internet Explorer web browser and then access the following URL:

http://msd-ta1.adcom.ucl.ac.uk:7778/msd_uat/

2. Enter your „username‟ and „password‟ for „UAT‟.

If you have completed this exercise correctly then you should have entered the Records
Office Database System.




UCLMSD                                                                               5
         3.       Navigating UCL Administration Menu
         Please Note: The facilities displayed on the UCL Administration Main Menu will
         reflect what systems you have access too.

         All screens have a menu bar and a toolbar, both of which are dynamic. Different
         commands on both the menu and tool bars will be activated or deactivated depending
         on what you are trying to do at the time.

         1. Click on the Records Office button to open up the Records Office Database
            System.


        Menu

       Toolbar




                                                                                 This will only appear on
                                                                                 the UCL Admin Menu if
                                                                                 you have access to the
                                                                                 Campaign Manager
                                                                                 System.
Click on the ‘Records
Office’ button to access
the ROS.
                                                                                 Click on the ‘Exit’
                                                                                 button to exit the
                                                                                 database.




                           Figure 3: Navigating UCL Administration Menu




         6                                                                          UCLMSD
             ROS-UG-1 v1                                                       Records Office System

             4.     Record Office Main Menu
             Departments have access to four forms as shown below:

                           Clients Data Entry Form – this is where Clients enter new boxes/items
                            and submit request for boxes to be collected.

                           Clients Request Form – this is where Clients submit requests for
                            boxes/files to be retrieved from storage.

                           Select Students to Box Up – this is where Clients download student
                            records for archiving.

                           Box Up Students – this is where Departments select the appropriate
                            students to be boxed up.

             Clients – these are Departments in UCL who will be using the system to submit
             requests (i.e. Economics, Personnel and Payroll etc) for boxes/files to be collected or
             retrieved.


      Menu

     Toolbar




                                                                                                   To access any form
Clients (Departments)                                                                              you must click on the
can only access these                                                                              button
Forms




                                                                                                 These forms are
                                                                                                 deactivated
                                                                                                 because only RO
                                                                                                 staff can use them.




                                         Figure 4: Record Office Main Menu




             UCLMSD                                                                                      7
4.1      Closing Forms
It is strongly recommended that you do not exit via the X in the top right of the form -
     because exiting this way can sometimes cause an error message to appear on the
form you are working on. Instead do one of the following:

    From the menu bar click on Action, then Close Form.

OR

    Alternatively you can click on the Close Form icon on the toolbar. See Figure 5.



                              Figure 5: Close Form Icon




8                                                                              UCLMSD
ROS-UG-1 v1                                                       Records Office System

5.      Departmental Operations
Departmental Operations describe the facilities and functions which are available to the
departments within the ROS.

5.1      Searching for a Box/File – on the Clients Data Entry form
It is also worth mentioning that wildcards can be used to search for box numbers. See
Appendix B for more information.

Please note: The Clients Data Entry form can only be used to search for records that
have not been collected by the records office.

1. Click on the Clients Data Entry button on the ROS Main Menu.

There are two ways the user can search:

5.1.1     Searching for a Box

     1. Place the cursor/mouse in the field where you want to perform your search.

     2. Click on the icon shown in Figure 6 to begin your search or [F7], this will allow
        you to enter information into the field.



                              Figure 6: Enter Query Mode

     3. Enter the box number (e.g. MSD/2003/11) and press [F8] to execute the query.
        This should then display information regarding the box you have entered such
        as the location number and the status of the box.

OR

5.1.2     Searching for a File

     1. Place the cursor/mouse in the field where you want to perform your search.

     2. Click on the icon shown in Figure 6 to begin your search or [F7], this will allow
        you to enter information into the field.

     3. Enter the file description (e.g. Examinations form – John) and press [F8] to
        execute the query. This should then display information regarding the file you
        have entered such as the location number and the status of the file.


2. Use this icon        to navigate through the various records displayed.




UCLMSD                                                                                   9
5.2      Searching for a Box/File – on the Clients Request form
Please note: The Clients Request form can be used to search for all records.

1. Click on the Clients Request button on the ROS Main Menu.

There are two ways the user can search:

5.2.1     Searching for a Box

     1. Place the cursor/mouse in the field where you want to perform your search.

     2. Click on the icon shown as Figure 6 to begin your search or [F7], this will
        allow you to enter information into the field.

     3. Enter the box number (e.g. MSD/2003/11) and press [F8] to execute the query.
        This should then display information regarding the box you have entered such
        as the location number and the status of the box.

OR

5.2.2     Searching for a File

     1. Place the cursor/mouse in the field where you want to perform your search.

     2. Click on the icon shown as Figure 6 to begin your search or [F7], this will
        allow you to enter information into the field.

     3. Enter the file description (e.g. Examinations form – John) and press [F8] to
        execute the query. This should then display information regarding the file you
        have entered such as the location number and the status of the file.



2. Use this icon        to navigate through the various records displayed.

Please Note: You can also use wildcards to search for more information please see,
Appendix B – Terminology.




10                                                                             UCLMSD
              ROS-UG-1 v1                                                       Records Office System


              5.3          Creating a Record (Box/File)
              The Clients Data Entry form is used to enter data on any boxes/files that you want to
              be held in storage. If you require any files in your office to be stored then a box must
              be created and a request has to be submitted using this form.

              The creation of a record is split into two parts:

                         Create a Box

                         Create a File

              5.3.1         Create Box

              1. Click on the Client Data Entry button on the RO Menu as shown in Figure 4.

              2. To create a new box, click on the New Box button as shown below in Figure 7.



To save the record,
Click on the Save Icon.



  To create a new box,                                                                         The Department
  Click on ‘New Box’.                                                                          field is populated
                                                                                               automatically.




To create a new Item/File
press [F6]. You can now
fill in the File Title.




                                            Figure 7: Clients Data Entry

              3. An Alert Box will be displayed confirming this is what you want to do. To proceed
                 click „Yes’ as shown below.




                                                 Figure 8: Alert Box




              UCLMSD                                                                                   11
Please Note: the following fields should then be automatically populated:

        Department – this is the department of the user that has created the box.

        Box Status – this shows the status of the box at any given point in time.

The Box Number will be populated once you have saved the record.

        Box Number – this is a unique number given automatically to the box when it is
         created and should be used as a reference to find any information about the box
         once it has been created.

Please Note: When a new box is created at least one file must be created before the
Box can be saved.

5.3.2      Creating a File/Item

Items/Files are the actual files that go into a box. If there are 10 files to go in a box
then 10 files should be created.

1. Click into the file title field and type in the Description/Title of the file (e.g.
   LAWS – UCAS Applications/UCAS ID No 1600-2000).


2. To save the work you have done press [F10] or click on the save icon           .

5.3.3      Adding a File/Item

1. To create another File/Item for a box, press [F6] in the file title field.

Please Note: To bring up the previous file description so you do not have to type it out
again, press [F4] and make any necessary changes.

2. Click into the file title field and type in the Description/Title of the file (e.g.
   LAWS – UCAS Applications/UCAS ID No 1600-2001).


3. To save the work you have done press [F10] or click on the save icon           .




12                                                                                    UCLMSD
ROS-UG-1 v1                                                            Records Office System
Please Note: Although the system does not force you to fill in every field, we
recommend that every field is filled in, if the information is available.

      Item No – this is a unique number which is given to the file automatically and
       does not need to be entered by the user.

      File Title – this is the title associated to the file and it can be used to search on
       the document, this field must be entered.

      Reference – this field can be used if you have a different departmental
       reference by which you refer to the file.

      Part – this can be used if a file is split into several parts

      From Date – this field can be used if the file has a, from date associated to it.

      Last Date – this field can be used if a file has a, last date associated to it.

5.4    Delete Record (Box/File)
Please Note: Departments cannot delete a box or file once they have created them. If
you require a box or a file to be deleted then you must contact the records office.




UCLMSD                                                                                     13
Task Two

In this task you will learn how to create a Box/Items.

1. Enter the Clients Data Entry screen.

2. Create a Box.

3. Enter the „Item Description’ and „Reference’ for each item/file shown below for the
   box you have just created.

Item No                       Item Description             Reference
1                             Test 1                       Ref1
2                             Test 2                       Ref2
3                             Test 3                       Ref3

4. Save the work you have done.

5. Make a note of the Box Number.                             _________________

6. Close the form.

If you have completed this exercise then you would have created 1 box and 3 files for
this box.




14                                                                           UCLMSD
            ROS-UG-1 v1                                                        Records Office System
            5.5          Confirm Box is Ready for Collection
            This form is used when you are ready for the Records Office to collect the boxes/files
            you have entered into the ROS.

            5.5.1        Collect Box

            1. Click onto the Boxes ready for Collection tab on the Clients Data Entry form.

            This will bring up all boxes that relate to your department that have not currently been
            collected.

            Please Note: Once you are on this page you can notify the records office to collect a
            box or several boxes.

                Click onto the Boxes ready for Collection button to have all boxes displayed on
                 this page collected.

            This will put a tick in the Box Ready field and notify the records office that all boxes
            shown on this page are ready to be collected.

            OR

                Click on the „Box Ready‟ check box that relates to the Box you require to be
                 collected.

            2. Click on the save icon       or press [F10].




                                                                                              Click on the ‘Boxes
                                                                                              ready for Collection’
                                                                                              button to have all boxes
Displays all boxes not                                                                        collected.
collected relating to
your department.
                                                                                              To have a specific box
                                                                                              collected. Click the
                                                                                              relevant ‘Check Box’.




                                                                                              Click on the ‘Print Box
                                                                                              List’ button to print this
                                                                                              page as a report.


                                       Figure 9: Boxes ready for Collection

            3. Please Note: Departments must attach a Box List when using this form. See Print
               Box List on page16.

            UCLMSD                                                                                     15
5.6    Print Box List
Please Note: whenever you have a box that you are sending to the Record Office a
copy of this report must be attached. The main reason for this being attached is so that
the RO can check that the files which are on the report correspond to the files which
are in the box.

A box list can only be printed if you have completed 5.5.1 Collect Box.

1. Click on the Clients Data Entry form.

2. Click on the Boxes ready for Collection tab.

3. To print a box list click on the „Print Box List‟ button.

Please Note: An error message will appear when you click on the ‘Print Box List’
button click ‘OK’ to proceed.




16                                                                            UCLMSD
ROS-UG-1 v1                                                        Records Office System
Task Three

In this task you will learn how to request the boxes/files to be collected.

   1. Go to the Clients Data Entry screen.

   2. Go to the Boxes ready for collection page.

   3. Request the box that you have entered to be collected.

   4. Save the work you have done

   5. Print a box list.

If you have completed this exercise then you would have sent a request to the records
office to collect a box. A report that shows the contents of the box you have entered
should also have been produced.




UCLMSD                                                                                17
              5.7       Request a Box or File from Storage
              The Clients Request form is used to record requests on any files or boxes that you
              want to be retrieved from storage.

              The users can request the whole box to be retrieved or just an individual item. Requests
              made by 3pm will usually be available for viewing or collection in the Records Office
              by 3pm the next day if they need to be seen urgently.

              Otherwise requests are then sent to users via the UCL internal mail system for smaller
              items. Larger items or boxes are delivered via the UCL Portering System which has a
              weekly delivery of Records Office material.

              Users can either request a complete Box or a File.




                                                                                                When the box has
  To request a Box,                                                                             been returned click
  click on ‘Request                                                                             on ‘Box Returned’.
  Box’.




                                                                                                Once you have
                                                                                                received the box
  To request a file,
                                                                                                requested please click
  click on ‘Request
                                                                                                on ‘Box received’.
  File’




Once you have received the
file requested please click              Figure 10: Clients File Request            When the file has been returned
on ‘File Received’.                                                                 click on ‘File Returned’.




              18                                                                              UCLMSD
ROS-UG-1 v1                                                        Records Office System
5.7.1    Request Box

1. Go to the Clients Request form which is found on the Records Office Main Menu.

2. Find the Box you require.

3. Click on the Request Box button to have the whole box retrieved.

OR

5.7.2    Request File

1. Go to the Clients Request form which is found on the Records Office Main Menu.

2. Click onto the block that relates to Items/Files and search for the file you require.

3. Click on the Request File button to have the file retrieved from storage.

5.7.3    Box Received

Please Note: We do recommend that Box Received button is used when appropriate.

1. Find the Box you require.

2. Click on the Box Received button to notify the Records office once you have
   received the Box you requested.

OR

5.7.4    File Received

Please Note: We do recommend that the File Receive button is used when appropriate.

1. Click onto the block that relates to Items/Files and search for the file you require.

2. Click on the File Received button to notify the Records office once you have
   received the File you requested.




UCLMSD                                                                                     19
5.7.5    Box Returned

Please Note: We do recommend that the Box Returned button is used when
appropriate.

1. Find the Box you require.

2. Click on the Box Returned button to notify the Records office once you have
   finished with the Box.

OR

5.7.6    File Returned

Please Note: We do recommend that the File Returned button is used when
appropriate.

1. Click onto the block that relates to Items/Files and search for the file you require.

2. Click on the File Returned button to notify the Records office once you have
   finished with the Box.




20                                                                              UCLMSD
ROS-UG-1 v1                                                        Records Office System
Task Four

In this task you will learn how to search for boxes/files within the records office
system.

1. Go to the Clients file request screen.

2. Enter query mode.

3. Enter the box number of the box you have created

4. Execute the search for the box.

5. Repeat this process for a file and enter the file description instead of the box
   number.

If you have completed this exercise then you would have found the information relating
to the boxes you have previously created.




UCLMSD                                                                                21
Task Five

Please Note: Before you attempt task 5 please contact d.skyers@ucl.ac.uk , so that the
Records office can check in the box you have just created.

In this task you will learn how to request a file within the records office system.

     1. Go to the Clients Request form.

     2. Search for one of the files you have created.

Item No                        Item Description              Reference
1                              Test 1                        Ref1
2                              Test 2                        Ref2
3                              Test 3                        Ref3

     3. Click on the „Request File‟ button.

     4. Save the work you have done

This should send a request to the RO to retrieve the box/file you have selected.




22                                                                               UCLMSD
           ROS-UG-1 v1                                                         Records Office System
           5.8       Box/File Status
           Please Note: Every time a transaction take place within the system, (e.g. Box is
           checked into the records office, Box is sent back to the client) the status of the box is
           changed in the Box Status field.

           Departments can track the status of a box at all times. To do this, follow the
           instructions below:

           1. Click on the Clients Request form on the Main Menu.

           2. Then find the box you require by typing in the box number.

           Once you have done this the Box Status and Location No of the Box will be displayed
           as shown below:




Displays ‘Box No’                                                                             Displays the status
which the user can                                                                            of the box (i.e. In
use as a reference                                                                            Storage or to be
                                                                                              collected).




Displays the
location of the
where the box is
kept.




                                Figure 11: Clients File Request (Box Status)




           UCLMSD                                                                                      23
Task Six

In this task you will learn how find the status of a Box/File

     1. Go to the Clients Request form.

     2. Search for one of the files you have created.

Item No                        Item Description                 Reference
1                              Test 1                           Ref1
2                              Test 2                           Ref2
3                              Test 3                           Ref3

     3. Make a note of the status for Item No 3                  ___________________




24                                                                            UCLMSD
           ROS-UG-1 v1                                                         Records Office System
           5.9        Downloading Student Records
           Please Note: This facility should only be used by Departments who have student
           records that need archiving.

           1. Click on the Select students to box up button which can be found on the Main
              Menu as shown in Chapter 4 Record Office Main Menu.

           2. Enter a „Termination Year’ that relates to the student records you need to box up.

                     Termination Year: this relates to the year that students completed their course
                      and this field must be entered in order for the application to work.

                     Department: is populated automatically and should reflect the department that
                      you are attached too.

                     Level: is set to a default of % which means it will download students who are
                      both Undergraduates and Post Graduates. This can be changed by entering
                      either P or U to reflect those students you require to box up.




                                                                                                   Displays the
                                                                                                   Department which
A Termination Year
                                                                                                   you are attached
must be entered for
                                                                                                   assigned too.
the student records
you want to archive
e.g. 2002




                               Figure 12: Student Records Download Selection




           UCLMSD                                                                                  25
3. Click on the Select Students button to box up all students within your department.

The example shown above would allow all students in the Medical School whose
Termination Year is 2002 to be downloaded irrespective of what course they are on.




                       Figure 13: Selection Process Finished


5.9.1   Error Message

Please Note: there will not be many occasions when an error message occurs but the
error message shown in Figure 14 will occur if a department has tried to download the
same information twice.




                              Figure 14: Error Message

If you see this error message please contact the Records Office or email your queries to
w.kirkby@ucl.ac.uk or phone: x 32065.




26                                                                            UCLMSD
             ROS-UG-1 v1                                                         Records Office System

             5.9.2    Include Students

             Please Note: It is possible that you might want to just box up students on a particular
             course. If this is the case then this is when you would choose the include function.

             1. The user must go through steps 1 to 2 as shown in 5.9 Downloading Student
                Record.




This is where you
include a specific
course




                                           Figure 15: Include Students

             2. Click into the include field and press [F9] this brings up a list of all courses that
                relate to the department that you are attached too as shown in Figure 16: List of
                Courses.




                                            Figure 16: List of Courses

             3. Click on the Select Students button to box up all students on the course you have
                selected.
             UCLMSD                                                                                     27
5.9.3    Exclude Students

Please Note: It is possible that you might want to box up students on all courses except
a couple. If this is the case then this is when you would choose the exclude function.

1. The user must go through steps 1 to 2 as shown in 5.9 Downloading Student
   Record.




                                                                                          This is where you
                                                                                          exclude a specific
                                                                                          course




                             Figure 17: Exclude Students

2. Click into the exclude field and press [F9] this brings up a list of all courses for
   your department as shown in Figure 18: List of Courses.




                              Figure 18: List of Courses

3. Click on the Select Students button to box up all students on the course you have
   selected.

28                                                                               UCLMSD
ROS-UG-1 v1                                                       Records Office System
5.10     Assigning Students to Boxes
Please Note: This facility should only be used by Departments who have student
records that need archiving.

Once Students have been downloaded by a department they will then appear on the
page as shown below.

1. Click on the Box up Students button which can be found on the Main Menu as
   shown in Chapter 4 Record Office Main Menu.

2. Select the students you want to put in the box by clicking on the “In Box” field for
   the last person you want in that box e.g. Bulloch.




                                                                                     By clicking the In Box
                                                                                     field next to Bulloch
                                                                                     you will select all
                                                                                     students from
                                                                                     Bontchev to Bulloch to
                                                                                     be boxed up.




   Please Note: the example shown above would box up all students from Bontchev to
   Bulloch.

If there is a particular student record you want to exclude from the box, then click on
the Delete from selection field that relates to that Student Record and this will be
excluded from the box once you have finished steps three to six.

3. Click on the Process Selection button, and this will select all the students you have
   selected into a box.

1. Click on the save icon      or press [F10] to save.

2. Repeat this process for any additional Student Records you desire to box.




UCLMSD                                                                                    29
6.    Appendix A – Menus, Toolbars and Shortcuts
Within ROS, there are usually several ways of performing a similar task or command.
The table below lists the different ways you can perform these actions so that you can
choose the appropriate option for your method of working.




      Menu             Toolbar         Keyboard                  Description
                       Button          shortcut
Action, Save                              [F10]        Save or Commit change
Query, Enter
                                          [F7]         Enter query mode
Query
                                       Shift – [F7]    Clear Form
                                       Shift - [F4]    Clear Record
                                       Shift - [F6]    Delete Current Record
Help, Display
                                       Shift - [F1]    Display Error
error
                                          [F3]         Duplicate Item
Edit, Copy
                                          [F4]         Duplicate Record
Record
Edit, Edit                               Ctrl - E      Edit
Action, Close
                                         Ctrl - Q      Exit Current Form
Form
Help, Help                               Ctrl - H      Help
                                          [F6]         Insert Record
                                          [F9]         List of Values
Block, Next Block                      Page Down       Next Block
Block, Previous
                                        Page Up        Previous Block
Block
Help, Show Keys                        Crtl – [F1]     Show Keys
Action, Print
                                       Shift – [F8]    Print Screen
Screen
Query, Execute
                                          [F8]         Run a Query
Query
Record, Previous                                       Previous Record
Record, Next                                           Next Record
Query, Cancel
                                         Ctrl - Q      Cancel a Query
Query

30                                                                             UCLMSD
ROS-UG-1 v1                                                      Records Office System


7.       Appendix B – Terminology
Appendix A contains a list of the toolbar buttons with their equivalent menu bar
options and short cut keys.

The following terms will be used in this document to describe the various operational
aspects of ROS:

             Term                                     Explanation
 Object                       A generic term for any Form or Menu in ROS.
 Form                         A window (or sometimes series of windows) that
                              allows you to look up and enter information into the
                              database.
 Block                        A form that contains options that relating to data
                              selected on a previous form. An example of this is the
                              Clients Data Entry form. Clicking on the menu option
                              Block followed by Next Block will display another
                              form.
 Field                        Fields are areas on the forms where you can enter,
                              query, change and display information on a specific
                              item of data. An „active‟ field is normally highlighted
                              with a yellow background.
 Record                       A record is a single set of related fields. A record can
                              either be a single row of related data or a form of
                              related data such as: name and address details.
 List of Values (LOV)         A list of existing of valid values that can be entered
                              into a field. The list of values can be produced on
                              fields linked to a validation table. They are accessed by
                              pressing the [F9] function key when the cursor is in
                              the relevant field. A value selected from the list will be
                              pasted back into the field.
 Menu                         The menu bar in ROS is dynamic, this means that the
                              options you have available on the menu will differ
                              according to which form you have displayed.
 Toolbar                      All forms have a toolbar. The icons that appear on the
                              toolbar will depend on the type of form that is
                              currently displayed.
 Wildcards                    Wildcards represent unspecified characters when
                              querying and searching for data. The wildcard symbols
                              are _ and % which represent either one or many
                              unspecified characters respectively. For example, if
                              searching on last names you specify Sm% in the query,
                              you will retrieve anyone whose name begins with
                              “Sm” (e.g. Small, Smart, Smith, Smithson, etc.).




UCLMSD                                                                                 31
8.     Appendix C – Glossary
The following terms will be used in this document to describe the various phrases
within the system.

             Term                                    Explanation
 Item/File                    A Item/File represents a document such as a UCAS
                              form or Registration form etc.
 Box                          A Box can be used to store several Items/Files or just
                              one.
 RO                           RO stands for the Records Office and is the
                              department which is responsible for any administrative
                              queries relating to the integrity of data in the Records
                              Office System.
 ROS                          ROS stands for Records Office System and is the
                              actual database system which is used to record the
                              process of files being stored.
 Clients                      Clients represent the Departments who actually use the
                              system such as Human Resources and the Department
                              of Biology etc.
 Box Number                   The Box Number is an automatically populated field.
                              The first three letters of the code will refer to or
                              identify the Department of the person who created the
                              Box.
 Location Number              The Location Number is the number the records office
                              use to locate a box from storage (e.g. HR112).




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