Meetings: Document Management

This page is to capture meetings on Document Management

30/07/2020

Attendees:

Alistair Pringle
Sebastian Kwok
Ashley Ransoo
James Harris
Ade Adekoya
Jill Cudd
Andrew Crozier
Tom De Salis
Gwilyn Williams
Lauren Squires
Rekha Patel
Mandy Birdee
Dylan Giles
Ade Olaiya
Stuart Morris
Marc Terry

INTRO
Trainees from August are to have all their documents uploaded onto TIS.
Discussion points:

Is document management currently acceptable?
A SOP for document management (what does/does not need to be uploaded onto a trainee’s file)

Tag - General, assessment, Programme, Recruitment- Is tag mandatory? Tags only work for naming conventions and it must be followed. James to look for the doc on the file naming or we might have to redo. WM have got a naming convention - gmc/date....? Do we need correspondence tag or amalgamated to the existing tag? Suggestions is that we go with what we've got
Suggestions

Issue of security - Who see what? At the moment Admin with permission can see docs. Might the layers of security to prevent some access
We should be looking into capacity issue - Dev to make sure this issue don't happen

What doc. to go on TIS?

cct calculator (PDF). jRCPTB has cct calculator
ARCP forms
ARCP notes Proforma
Form R
OOP Forms
LTFT Forms
IDT documents
POG request form - Need to consider to remove document if appeal is successful
Appropriate general emails correspondence
Documets from Oriel - All forms
Trainee Agreements

Note

Inappropriate emails should not be added - Alistair to go to LO to discuss what is appropriate
Jill C - They do try to upload all emails- SAR rules documented under IG -may be considered
CPPS doc- Doctors in dificulty - Not save on TIS - We might consider the Admin Sentive Role in this case?
Study Leave won't go on TIS????
Educators views needs to be considered - Data leads managers to get their views
Make rules on type of document - pdf?
Come up with strategy to transfer document with focus on new trainees

POST-SESSION EMAIL FEEDBACK
Jill Cudd (North West)
Comments from my team:

Can the functionality be improved so that we can preview documents rather than having to download individual documents to view them.
Can the functionality be improved so that we able to drag and drop documents into TIS eg from emails, rather than having to save individual documents and then upload them to TIS
Can documents such as the CCT calculator be saved in an editable format as otherwise it is time consuming to delete and upload a new document each time the calculator changes
Will training be available