Surogate DMS

Surogate DMS keeps your institution’s documents in one place: you file them, find them, have them signed and approved, and hand them to the archive when their time comes. This guide is for the people who use it and the people who administer it.

The pictures were taken in a demo city hall, Example City Hall, with made-up people and documents. Your institution has its own address for the DMS: ask your administrator for it.

Who uses what

You are	You mostly use	Start with
Staff who file and look for documents	Library, Search, My desk, To sign	Quickstart for staff
Staff who register incoming and outgoing documents	Registry	Registering documents
Staff who scan paper and work a unit’s captures	New capture, To process, To validate	Quickstart for capture
An administrator	Org chart, People, Roles and permissions, Document types, Folders, Nomenclator	Quickstart for administrators
An electronic archivist	The Archive section: Selection, Handover, Overview	The Archive overview
An auditor or the data protection officer	Audit log, Personal data	The audit log

What you see depends on your roles. The sidebar shows only the pages you may open, so a colleague may see more or fewer entries than you do.

A staff member's My desk: what waits for the person, the documents filed in the last 14 days and the favorites

How a document moves

Someone uploads a file into a folder of the library and gives it a type, or the file is captured: it comes from a scanner, a mailbox, a printer or a phone, and is cut into documents and filed.
The person fills in its metadata and validates it.
Where the work asks for it, a colleague signs it, and a person with the right to approve approves and publishes it.
When it is no longer in use, an archivist archives it. An archived document is read only.
The folder it lives in carries a retention term from the nomenclator. When the term ends, the dosar goes through a selection, and permanent dosare are handed over to the National Archives.

The Archive overview: terms ending by year, how long documents are kept and the nomenclator in force

Start here

I want to	Go to
File my first document and find it again	Quickstart for staff
Set up the DMS for my institution	Quickstart for administrators
Scan paper and file it by rules	Quickstart for capture
Scan a day’s mail with labels and a form	Scan the incoming mail
Understand the words the DMS uses	Concepts and the Glossary
Have a contract signed and approved	File and approve a contract
Add a new department	Set up a new department
Select dosare whose term has ended and hand permanent ones over	Selection and handover
See what a role may do	Built-in roles
Find an answer to a message	FAQ