The Advanced Search allows us extra fields that can help narrow the search when trying to find a document.
There may also be customised fields specific to your system and they will appear here.
Step 1
Click on "Search" and then "Advance"
- Description: This is the title of the document, the details of it. It is suggested we are as detail as possible when creating a document to help us in any future search.
- Alpha: This will help us narrow our search and can be very helpful, for example, when having bundle documents like payroll where we can put the alpha range to determine the last names of the employees included in the files.
- Number: This can assist us when, for example, we have files bundled with different years.
- Any Department: Departments such as Administration, Finance, Student Records, staff.
- Any Document Type: This will show us the categories within each department.
- Start date & End date: This is useful if we know what years the documents were from, when searching the year is suggested we set the whole year from the 1st of January to the 31 of December.
- Any Organisation Location: This will give us the option to select the location of the oranisation.
- Any Archive Location: Gives us the option to choose the archives location.
- Created date: If we know the date that the document was created we can easily find it with this function.
- By Box: If we know the box, we can put the number here to find its contents.
- Custom Fields: This can be customised in your settings to include an extra search function.
- Paper/Digital: Gives us the chance to filter what sort of document we are looking for.
Step 2
Enter the search terms for the document you wish to find and click "Search"
Step 3
The results will show the location of where all the archives are located, the box that contains the document, the dates, the alpha and number range and the department and document type.
