When you need to enter a new digital document follow these easy steps. If you are wanting to upload a paper or physical document instead, click here for the create a paper document step by step guide.


Step 1


In the top menu, click "Create"



Step 2 


You will be shown two options for the types of documents you can enter, select "Digital Document"



Step 3 


Choose the location of your digital documents. In most cases this will just be your organisation (school's) name or a location setup earlier.



Step 4 


Classify your document. Select what type of document you are archiving by choosing the department and document type. This will also automatically assign your relevant destruction dates (if applicable).



Step 5 


Upload your document by clicking "Add files..."


Here you will be prompted to upload your document, you can upload most files up to 250mb. Note the size of your file and your connection speed may affect the length it may take to upload your file.



Step 6 


Select the security viewing settings.


  • Public - everyone who has an account can search and view this file
  • Just me - only you can see this file
  • Share with others - you can select specific people to allow access to this document


Step 7 


Click "Start Uploads"


This will upload your file. It will show an uploaded sign with a little tick to advise upload has been successful.


Step 8 


Define your document details


The information you enter here will help with future searches, so ensure you spell all entries correctly and enter all dates accurately.



Document Detail Fields Explained:

  • Description - this is the document title. When you perform a basic search, this is what displays for each document, so ensure it contains any vital information. 
  • Start & End Date - the dates this document is related to. If for example they are financial reports for the entire year of 2021, you would enter 01/01/2021 as the start date and 31/12/2021 as the end date. We always advise putting the whole year date range when archiving as this helps when searching for records later. 
  • Number & Alpha Range - when storing multiple files in the one box you can sort by number or alpha (A-Z). For example, if you had student files with surnames from A-C your alpha range would be A-C.
  • Destruction date - if you have the correct retention year setup in the 'Department / Category' section each file should have destruction dates automatically assigned. We recommend if documents need to be stored permanently to add them as 3000 years from the date you enter them.


Step 9


Save your document!


When you save your document, it will ask if you would like to add another digital file.