DIIMS End User Guide - Department of Public Works and Services

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DIIMS END USER TRAINING GUIDE7. DIIMS Item TypesCorporate information is stored in various formats – electronic documents,spreadsheets, images, URLs and social media content.DIIMS organises these item types by category and identifies the items with specificicons.DIIMS ItemsWorkspacesThe EnterpriseWorkspaceWorkspaces contain information that may be organized in ahierarchical folder structure, with relevant access applied tofolders and contents.My WorkspaceContainersFoldersPhysical ItemsVirtual folder that contains documents and other items (images,etc.).Physical Boxes, Volumes, Drawings that contain paper andrequire labels. These items are created by departmental recordsclassifiers & coordinators.Document TypesDocumentsHyperlinksGenerationsShortcutsURLsQueriesSnapshotsCollectionsWork Processing ItemsTasks and Tasks ListsAn electronic file and its versions.The anchor identifies the item and points to an unchangeableversion of a document.Pointers to items stored elsewhere in the Repository.Hyperlink to a page on the internet/intranet.Search criteria saved for reuse.The saved results of a specific search.A set of content that a user has gathered by selection or collectedusing a search.Containers to manage tasks, for personal and team-collaborationwork.Table 1-4: DIIMS ItemsPage 12 of 106
DIIMS END USER TRAINING GUIDE8. Using the Functions MenuEach DIIMS item displays a Functions menu that enables users toperform actions on that item. The functions available depend upon theitem type and the user’s permissions.Figure 1-4: Function menuPage 13 of 106
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