Personal Records

Last updated:August 3, 2026

Personal Records is a private working area. It is a place to create and work on a record before it is ready to be shared, rather than a place to file finished records. A personal record is kept for you, and for anyone you give access to, until you decide to publish it into QMS Records. The person who creates a personal record is its owner.

Creating a Personal Record

Under QMS Records, select Personal Records, then New.

The QMS Records navigation with Personal Records selected and the New action used to open a private workspace for a new Personal Record. — Figure 1: Creating a new personal record

The form carries the same details as a regular record. Set a Record Type (QMS Record or TechDoc) and the QMS Template it is based on; for a TechDoc you also set a TechDoc Category and Product Version. See the Records page for what these fields mean.

The New Personal Record form showing the QMS Record and TechDoc options in Record Type, together with the QMS Template on which the record is based. — Figure 2: Setting the Personal Record type

You can also set a Record Category and Record Subcategory.

Enter the details, then select Save.

The Record Category lookup on a Personal Record form, showing the categories available for classifying the record before it is saved. — Figure 3: Selecting a Record Category and Subcategory for a Personal Record

The saved record then appears in your My Personal Records list.

The My Personal Records list showing the signed-in user's saved private records, filtered to records they own and have not yet published. — Figure 4: My Personal Records list

Once saved, you attach the record's file through the Record File area. There are two ways to do this.

A saved Personal Record showing the Record File area where its file can be created as a new Office document or uploaded as an existing document. — Figure 5: Record File attachment area

Note: If a lookup field looks empty when you click into it, it is not necessarily empty. Type to search, or press Enter to browse the full list of available options.

Adding a File: Create a New Office Document

In Record File, select New, then choose Word, Excel, PowerPoint, or OneNote.

The New menu in Record File listing Word, Excel, PowerPoint, and OneNote as the available document types for a newly created record file. — Figure 6: Selecting a new Record File type

Enter a name and select Save.

The dialog for naming and creating a new Word document in the Personal Record, with the document name entered before Save is selected. — Figure 7: Creating a new Word document in Record File

The document opens in Office online for you to edit, and saves back to the record.

A newly created Word document opened in Office Online, ready for editing and configured to save its changes back to the Personal Record. — Figure 8: Newly created document opened in Office online

Adding a File: Upload an Existing Document

In Record File, open the more commands menu and select Upload.

The more-commands menu in Record File with the Upload option used to add an existing document to the saved Personal Record. — Figure 9: Record File Upload option

Select Choose File and pick the file to upload. Set Overwrite existing files to Yes or No, then select OK. The maximum upload size is 50 MB; larger files are added directly in SharePoint.

The Upload Documents dialog showing the Choose File control and the Overwrite existing files Yes or No option before the upload is confirmed with OK. — Figure 10: Uploading a document to Record File

Publishing a Personal Record into QMS Records

When a personal record is complete, you publish it into QMS Records so it becomes accessible to the wider organization. At that point it follows the same review and approval process as any other record (see Approval Process).

Viewing and Managing The Personal Records List

Your personal records appear in the My Personal Records list, which is filtered to records you own. The list works like the other record lists, with the same toolbar actions described on the Categories page. Its view selector offers My Personal Records (the default) and Inactive Personal Records.