REVN/PUBL DT 10/09/2024 v4.202408
TABLE OF CONTENTS
- Overview
- Cross Modules Assignments Rules - Document Control Module
- Drop-Down List Boxes by Tabs and the corresponding Profiles - Document Control Module
- Field Modification - Document Control Module
- Permissions - Document Control Module
- Profiles - Document Control Module
- Reminders - Document Control Module
- Rules for Ignoring Special Accesses and Caveats for Assignments- Document Control Module
- Rules when Personnel record being set to Inactive
- Sequence - Document Control Module
- System Parameters - Document Control Module
Overview
Users must be a System Admin (SA) to be able to access the System Administration landing page to make needed configuration changes to the module.
Cross Modules Assignments Rules - Document Control Module
 | System Administrator Mode landing page > System Setup menu > System Profile submenu > SYSTEM PROFILES screen > Global tab > Rules for Cross Modules Assignments profile |
Contracts (Contract Management module): Ignore Contract Accesses when Assigning Documents Ignore Contract Classification when Assigning Documents Document Destruction (Document Destruction module): Retain Custodian Information when Destroying Document Document Transmittal (Document Transmittal module): Retain Contract Information when Transmitting Document External Personnel (External Personnel Management module): Allow External Personnel to be assigned as Document Custodian
Personnel (Personnel Management module): Ignore Document Accesses when Assigning Personnel Ignore Document Classification when Assigning Personnel Property (Property Management module): Ignore Property Accesses when Assigning Documents Ignore Property Classification when Assigning Documents Storage (Secured Area Management and Document Management modules): Ignore Facility Code when Assigning Documents to Storage |
Drop-Down List Boxes by Tabs and the corresponding Profiles - Document Control Module
| Unless stated otherwise, the profiles for this module are located: System Administrator Mode landing page > System Setup menu > System Profile submenu > SYSTEM PROFILE screen > Document Management tab > Document Control tab |
Associated Documents Tab
| Default Drop-Down Field Name | Corresponding System Profile |
| Document Type | Associated Document Type - Document Control |
Declassification Information Tab
There are no modifiable drop-downs on this tab.
Document Control Information Tab
| Default Drop-Down Field Name | Corresponding System Profile |
| Media Type | Media Type |
| Document Type | Document Type |
| Classification | Clearance Classifications (Global profiles tab) |
| CUI Type | CUI Type (Global profiles tab) |
| Compartment | Document Compartment |
| Accesses | Access Type (Global profiles tab) |
| Drawer Number | Drawer |
Document Incorporation Tab
There are no modifiable drop-downs on this tab.
Miscellaneous Tab
There are no modifiable drop-downs on this tab.
Field Modification - Document Control Module
| System Administrator Mode landing page > System Setup menu > Field Labels submenu > SETUP SCREEN > Document Control icon > SETUP SCREEN DETAIL screen: > DECLASSIFICATION INFORMATION section > DOCUMENT INFORMATION section > MISCELLANEOUS section |
The Field Labels module allows you to:
- Hide a field
- Hide a field except for users with Update permission
- Configure User Defined Fields (UDFs)
- Designate a field as required
- Rename a field
- Change field formatting – Capitalize the entire field name, or capitalize the first character of each word
Permissions - Document Control Module
| System Administrator Mode landing page > User Setup menu > User Profile submenu > USER PROFILE MANAGEMENT screen > Permissions tab > Facility Level Permissions tab > DOCUMENT CONTROL section |
Profiles - Document Control Module
| System Administrator Mode landing page > System Setup menu > System Profile submenu > SYSTEM PROFILES screen: > Document Management tab > Document Control tab > Global tab |
System Administrator Mode landing page > System Setup menu > System Profile submenu > SYSTEM PROFILES screen > Document Management tab > Document Control tab
|
System Administrator Mode landing page > System Setup menu > System Profiles submenu > SYSTEM PROFILES screen > Global tab
|
Reminders - Document Control Module
| System Administrator Mode landing page > Notification Setup menu > Reminder Events submenu > REMINDER SETTINGS screen > DOCUMENT CONTROL section |
| Reminder | Submodule | Field Location | Field Name |
| Document Due Date | NA | Miscellaneous tab | Due Date |
| Document Retention Date | NA | Declassification Information tab | Retention Date |
| Document Downgrade Date | NA | Declassification Information tab | Downgrade Date |
| Document Systematic Review Date | NA | Declassification Information tab | Systematic Review Date |
| Document Mandatory Review Date | NA | Declassification Information tab | Mandatory Review Date |
| Document Declassification Date | NA | Declassification Information tab | Declassification Date |
| Document 10 Year Declassification Date | NA | Declassification Information tab | 10 Years Declassification Date |
| Document 25 Year Declassification Date | NA | Declassification Information tab | 25 Years Declassification Date |
| Document 50x1 Human Declassification Date | NA | Declassification Information tab | 50X1-Human Declassification Date |
Rules for Ignoring Special Accesses and Caveats for Assignments- Document Control Module
| System Administrator Mode landing page > System Setup menu > System Profile submenu > SYSTEM PROFILES screen > Global tab > Rule for Ignoring Special Access/Caveats during Assignments: Document - Contracts, Document - Properties and Personnel - Documents |
| Rule for Ignoring Special Access/Caveats during Assignments: Document - Contracts Rule for Ignoring Special Access/Caveats during Assignments: Document - Properties Rule for Ignoring Special Access/Caveats during Assignments: Personnel - Documents |
Rules when Personnel record being set to Inactive
 | System Administrator Mode landing page > System Setup menu > System Profile submenu > Personnel Security tab > Personnel Management tab: > Personnel System Parameters > Feature Configuration - Rules when Personnel record being set to Inactive system parameter > Value = Y > Rules when Personnel record being set to Inactive profile |
NOTE: The Rules when Personnel record being set to Inactive profile displays only when the Feature Configuration - Rules when Personnel record being set to Inactive system parameter Value is set to Y.
These rules allow for configuration of system behavior when an employee record is set to Inactive status in the Personnel Management module. The below rule in the profile applies to the Document Control module:
|
Sequence - Document Control Module
| System Administrator Mode landing page > System Setup menu > Sequence submenu > SEQUENCE MANAGEMENT - ADD screen > Document Control Number sequence |
NOTE: Selection of a sequence is required to be able to add a document record.
| Sequence Available | Field Location |
Document Control Number | Document Control Information tab > Document Number field |
System Parameters - Document Control Module
| System Administrator Mode landing page > System Setup menu > System Profile submenu > SYSTEM PROFILES screen > Document Management tab > Document Control tab> Document Control System Parameters profile |
| Description | Value | Comments |
| Begin Document Copy Number at 0001 | Y/N | When Value = Y, an automatically generated document copy number populates in the Copy Number field. It starts at 0001 and increments by 1 when additional copies are made. When Value = N, the Copy Number field can be added/updated manually and no number is automatically generated. |
| Set Barcode to Document Control Number | Y/N | When Value = Y, when adding a new document record, the Document Number, appended with the Copy Number, auto populates in the Barcode field (i.e., [Document Number]-[Copy Number]). |
User Defined Fields (UDFs) - Document Control Module
| System Administrator Mode landing page > System Setup menu > Field Labels submenu > SETUP SCREEN > Document Control icon > SETUP SCREEN DETAIL screen > DOCUMENT INFORMATION section > User Defined Fields section |
| UDFs Available | SETUP SCREEN location |
5 Text Entry fields 5 Date fields | DOCUMENT INFORMATION section > User Defined Fields section |