Environmental & Risk Management / Environmental Health & Safety / Documentation / Track EH&S Documents task

Add a Document to the Library

With the Track EH&S Documents task, you can add documents directly to the library without working with the EH&S incident, workplace restriction, and safety requirement tasks. For example, you may want to upload to the library employee safety manuals, external safety audits, regulatory documentation, or safety surveys that are not associated with specific requirements or incidents.

If you do have a document that needs to be uploaded and associated with a specific safety program requirements work restriction, or workplace incident, you can make that connection from this task. For example, rather than loading the Track Workplace Restrictions ask and editing a workplace record in order to attach the latest restriction document, you can use the Track EH&S Documents task to upload the document and make the connection to the restriction by completing the Related Restriction field.

To add a document to the library:

In the Process Navigator, click EH&S/ Documentation / Track EH&S Documents.
In the Filter pane Click Show. The system lists all documents in the in the middle pane.
Click Add New at the top of the middle pane.
Enter the following required information:
Document Name: Enter a name that identifies the document and by which you will recognize the document when searching for it.
Description: Enter text that identifies the document to users. The Description appears in selection lists to help users identify the document.

The system displays a blank EH&S Document form in the bottom pane. Complete some or all of the following fields to enter basic details about the document as well as associate it with a folder, category, or type. You can also associate the document with a general safety program requirement, work restriction, or workplace incident.

Document Category/Document Type	Select a document category and type to describe this document. If you select a category and type for the document, these can be entered as search criteria to help you quickly locate the document. Your Business Process Owner defines the categories and types from which you choose.
Document Folder	Select a folder for the document so that you can search for it by folder, or locate it by drilling down in a selection list of folders and subfolders. Using Document Folders is especially useful for generic documents, such as best practices, that are not associated with a single record, and that might even be used across applications. However, you can associate any document, even those associated with a specific record, with a Document Folder to facilitate locating it. Once you drill down to a folder and select it, the field displays the last folder in the path; it does not display the entire folder hierarchy. Your Business Process Owner defines the folder structure.
Document Author	Enter the name of the person who wrote the document, or the name of the organization that published the document.
Date Document	Enter the date the document was published or written, or another critical date. For example, when adding documents using the Compliance Management application, you could enter the invoice date, bill date, or the issued date for a permit or license when adding a document. For EH&S, critical dates might be the training date, or the issued date for personal protective equipment. When users search for documents using the Date Document From and Date Document To fields, the application selects records for the restriction based on the document's Date Document.
Document Review Group	Select the security group that is allowed to view this document. If you leave this field empty, any user who has access to this task can view the document.
Document Notes	Enter any additional notes that describe how this document is used. For example, enter a document abstract, or enter a custom tag that you define to make locating this document easier by entering this tag in the Document Notes field in a Filter console.

Site Code/Building Code	To associate this document with a location, select the site and/or building.
Related PPE Type	To associate this document with a general PPE (personal protective equipment) requirement, select from the list of existing PPE types. For example, you might attach a PDF of a safety mask user's manual to a requirement for issuing safety masks.
Related Medical Monitoring	To associate this document with a type of medical monitoring, select the medical monitoring type. For example, for a hearing test requirement, you might attach a document outlining the details of executing the hearing test or an OSHA document on protecting hearing.
Related Training	To associate this document with a training program, select the training program. For example, you might attach the course outline or the course exam.
Related Incident	To associate this document with a specific workplace incident, select that incident here.
Related Restriction	To associate this document with a specific work restriction, select the work restriction here.

Click Save in the bottom pane. The system saves your information and activates the Document field.
You can now check in the document using the document management system. Click the up-arrow in the Document field to access the Check In New Document window. For information, see Using the Document Management System.
Click OK on the Check In Document form.
The document is checked into the library with the associations and information provided. You can now use the various buttons to check in a new version, lock the document, and so forth.

Note: The System Administrator at your site determines the file types (pdf, doc, xls, txt, etc.) that can be checked in and also whether the system supports tracking multiple versions of a document.