Personal Records

What Personal Records are for

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 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.

You can also set a Record Category and Record Subcategory.

Enter the details, then select Save.

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

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

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.

Enter a name and select Save.

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

Adding a File: Upload an Existing Document

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

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.

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.