Document Management (Staff, Parents, and Learners)

Overview

The Document Management feature serves as a secure digital filing cabinet for storing essential records. Schools can use this module to upload and manage copies of ID documents, birth certificates, proof of residence, immunization cards, and academic reports directly onto individual profiles.

Navigation Path

• To Manage Documents:  My School > Staff > Staff Documents

• To Create Document Types: My School > General > Documents:  Document Types

Purpose of Feature

The purpose of this module is to centralize sensitive documentation, ensuring that administrative staff have immediate access to required records without needing to search through physical files. It also provides a clear audit trail of who uploaded specific documents and when.

Step-by-Step Instructions

1. Uploading Documents

1. Navigate to the relevant document screen (Staff, Parent, or Learner).

2. Use the Search bar to find the specific person.

3. Click Choose File next to the person's name.

4. Locate the file on your device and click Load File.

5. The system will now display the uploader's name along with the date and time of the upload.

2. Filtering and Managing Records

• Status: Toggle between "Current" or "Left" individuals to manage active or archived records.

• Type: Filter the list to view specific document categories (e.g., only "ID Documents").

• Show: Use this filter to identify which individuals are still missing required documentation.

• View/Download: Click the Title link of an existing document to open or download it.

• Remove: Click Remove next to a document to delete it from the system.

3. Creating Custom Document Types

If your school requires specific categories (e.g., "Therapist Reports"), you must define them first:

1. Go to My School > General > Documents:  Document Types.

2. Add the new type name.

3. Note: The system only allows one document per type, per person. To upload multiple versions of the same type, create numbered categories (e.g., "Report 1", "Report 2").

Frequently Asked Questions (FAQ)

Why can't I upload a second document under the same category?

The system logic restricts each category to a single file to prevent data clutter and ensure that the "ID Document" slot always contains the most relevant file. If you need to store multiple files for one category, use the numbered naming convention (e.g., "Medical Certificate A", "Medical Certificate B").

Who can see the documents I upload?

Visibility is strictly controlled by User Rights. Only staff members with specific administration rights (Personnel, Learner, or Parent administration) or designated "Learner Overview" access can view these files.

Can I attach documents to other events like absenteeism?

Currently, documents are linked to the individual's profile. Attaching documents directly to specific events (like a medical note to a specific absence) is a feature designated for future system development.

User Rights & Governance

The management of documents is split into specific administrative roles to ensure data privacy:

Restrictions & Reasons

1. File Limit Per Type

• Restriction: Only one file is allowed per person, per document type.

• Reason: This ensures the database remains organized and prevents the accidental storage of outdated or duplicate records in a single slot.

2. Duplicate Naming

• Restriction: Duplicate names for Document Types are not allowed.

• Reason: Unique naming is required to prevent errors in filtering and to ensure that the correct document slots are targeted during bulk reporting or data audits.