To add a Report, Editor or Manager level access for the Reports module are required at different steps (see Access Levels).
See here for how to check your current access level. See here for how to apply for a change in access level.
Adding a new Report involves the following steps:
Create a Report and enter some basic details (Editor).
Set the extents of the report and the sections of road it relates to (Editor).
Approve the Report (Manager).
Prepare the PDF Report Record for upload (offline process).
Upload the PDF Report Record (Manager).
Set the Certificate status and upload a Certificate if necessary (Manager).
Review whether the Report should be controlled by the Document Management Cycle (Manager).
To avoid duplication you should make sure the Report has not already been added to the system. The easiest way to do this is to search the Reports Summary grid using filters on key properties (e.g. Title, Scheme, Reference Number) or by a fuzzy search to match your term with any of the Report properties.
A Report records information about the document within the GDMS Reports module database.
To create a new Report go to Main Menu>Reports>Create Report.
A form to enter some information about the document will appear. The fields highlighted in bold are mandatory, although you should complete all the fields if possible.
Guidance for what to enter can be expanded belowbelow.
Field | Data to be entered | When Mandatory? |
Title | The title of the document, excluding the scheme/project title which should be entered in the Scheme Title field. | Creation |
Category | Select from archaeological, drainage or geotechnical. | Creation |
Type | Select the best first from the available options (options are dependent on the Report Category selected). | Creation |
Security Classification | The information security classification of the document as per UK Government Guidelines (available here). Generally it can be assumed that a document has an OFFICIAL classification unless it is marked otherwise. An OFFICIAL-SENSITIVE classification can be used for more confidential information, for example documents containing commercially sensitive or personal information. The system will enforce additional restrictions for these documents (e.g. you will not be able to upload a PDF Reprort Record). SECRET and TOP SECRET documents must not be added to the system in any form! |
Creation |
Security Classification Notes | Free text notes about the Security Classification. Could include for example the reasoning for a certain classification, or if there are particularly sensitive sections which have been redacted. | |
Scheme Title | Name of the road scheme or project that the report relates to, typically displayed on the front cover of the document. | Creation |
Publication Date | The date this version of the document was published. If the year is known, but the month and/or day is not, the full date should be entered assuming the first day or month for the missing information (e.g. 1st January 1972). If a precise date is unknown, you will need to estimate based on the available information. |
Creation |
Document Reference | The reference number for the document. Tip: If the document has multiple references, input the one which you think would be most widely used and searched for (e.g. a NH reference in preference to the internal reference number for the contractor). |
Creation |
Version | The version of the document. Free text to support numeric, alphabetical versioning etc. |
Creation |
Author | The organisation (not the person) that authored the document. | Creation |
Issuing Office | The office of the organisation which authored the document. Enter in the format: ORGANISATION (OFFICE LOCATION) - [POST CODE]. For example, National Highways (Guildford) - GU1 4LZ |
|
Volume Information | Contents of each report volume, for example: Volume 1 - Introduction Volume 2 - The Investigation Volume 3 - The Site Volume 4 - ... |
|
Project Engineer | The principal engineer or design organisation for the project, scheme or report. | |
Project Client | The overall client organisation for the project, scheme or report e.g. National Highways or Department for Transport | |
Project Contractor | The main contractor organisation for the project, scheme or report | |
HA Filing Reference | The reference within the legacy HA hard copy filing system. Only relevant for old documents or those migrated from the legacy HAGDMS system. Enter 'PDF Only' if there is no hard copy of the document. |
Approval |
Click Save and you will be taken to the detail page for your newly created Report.
Next you should set the extents of the Report is about, to help others searching for information.
Reports classified as SECRET or TOP SECRET according to the UK Government information security guidelines must not be added to GDMS in any form.
Reports classified as OFFICIAL-SENSITIVE can be added, although with additional restrictions enforced by the system which must not be circumvented (e.g. you will not be allowed to upload a PDF Report Record).