Document Management in RTO KnowHow

How to use RTO KnowHow to efficiently store, manage and distribute your RTO documents

Contents:This slide presentation includes an overview of the following topics:

• Overview of benefits an capabilities• Uploading/Storing Documents including Policies and Procedures, Forms

and Training & Assessment Strategies• Customising Access permissions: Document Folders and Roles• Finding stored documents• Mapping to Standards and Related Documentation• Standards Master List• Review Dates• Compliance Matrix• Document Approval• Version Change

Benefits of using RTO KnowHow to manage your documents

• Live and up-to-date compliance matrix at the click of a button. • Centrally manage all documents and customise staff access

levels. • On or off-site, your staff will have easy access to current

documents.• Centrally manage all policies, procedures and forms, link them

to RTO standards assign responsibility and manage versions.• Find documents easily by searching or sorting by key

information. • Version control and automatic archiving of previous versions.• Inbuilt approvals system

Overview of Document Management

• Stored and Organised according 4 type areas - Documents - Policies and Procedures - Forms - Training and Assessment Strategies

• 2 ways to create a document - Upload existing file - Use our text editors and fields to create a document from scratch

• Tree View & List View - Documents - (folders) - Policies, Procedures & Forms – (Quality Areas) - Training and Assessment Strategies – (Qualifications & Courses)

• Approvals• Compliance Matrix

Settings to check before you start

• Print logo setting (Management > My Account> System settings)

• Document Coding (Management > My Account> System settings) - Use Own Coding - Use Default Coding - Use No Coding

• Related Master Lists (Management > Master Lists) - Document Folders (click Edit to review access) - Quality Areas - Standards

• User Role Settings (Management > Roles)

- those which relate to Documents, Policies & Procedures, Forms and T&A Strategies

Uploading/Creating/Storing

• Creating/Uploading Documents1. Choose type (document/policy&procedure/form/T&A Strategy)2. Click ‘Add New’ button

• 2 ways to create a document - Upload existing file - Use our text editors and fields to create a document from scratch

• Using all fields and settings (e.g.): - Starting Version Number - Mapping Documents - Linking to Related - Publishing Details

Drafting, editing and submitting for approval

• Document Status and visibility of documents• Edit a Document• Choose Approver• Approvals manager

Version change & automatic archiving

• View and then Create new version• Old version is linked to new as document

history but not showing for access on its own• Use of under review status• Archived list and status

• Easily see documents overdue for review• Find according to standards or other

document details. – filters and data sorting• View/edit/download functionality

Locating Documents