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Environmental & Risk Management / Environmental Health & Safety EH&S - Background Data

Defining a Document Library

A safety manager can set up a library of safety-related documentation. Such documentation might include environmental and safety surveys, corporate safety policies, workplace evaluations, and incident-related materials.

Before safety-related documents can be uploaded and saved to the database, you must create an underlying system of document folders, categories, and types to organize safety document storage. Document folders enable you to locate documents by browsing the filing system using drill-down selection lists or by entering the Document Folder as a search criterion in a Filter console. This is especially useful if the document is not associated with an individual record, or if it is used across different ARCHIBUS application.

With a folder structure and document categories and types established, when you upload incident-related documents or safety program documents you can specify the category and type and the document folder location. Additionally, the uploaded documents and their folders can be accessed from any ARCHIBUS application that uses the Document Library feature.

Define Document Folders and Sub-Folders

The first step in creating the document framework is to establish document folders.

  1. In the Process Navigator's choose Define Document Library Folders.
  2. Click Add New to open the entry form.
  3. In the entry form enter a name and optional summary and description for the folder.
  4. In the right pane click Save.

After you define one or more document folders, define sub-folders to enhance organization. To define a sub-folder:

  1. Create at least one document folder.
  2. In the middle pane click Add New to open the entry form in the right pane.
  3. In the entry form enter a name and optional summary and description for the folder.
  4. Use the Parent Folder select tool to select the folder within which the sub-folder will reside.
  5. In the right pane click Save to record your entry in the database.

    The sub-folder is displayed under the parent folder in the left pane.

Document Categories and Types

You can also classify documents according to categories and types.

Creating document categories and types is useful because it allows you to search for and to filter on safety-related documents. By assigning a document to a category and a type, you can easily locate a document at a later time. For example, you might create a document category called "Permit." To this category you might associate the following document types: building permit, elevator permit, discharge permit, equipment permit, and construction permit. When you need to locate a particular permit, you merely filter the safety-related document according to the category and type you require.

For information, see Defining Document Categories and Types.