What are archived documents?

What is it for?

Archived documents are used to store any files you would like to use for a future audit. This allows you to keep a record of all the files you will need for your upcoming audits as you receive them so they are all in one convenient location instead of having to hunt for them all in your emails and file systems when the time comes. When you start your audit, you will be able to select these files to attach to the different sections of the audit without having to upload the files again. This is especially useful if you will be using a single file in multiple sections. Having the file already available will speed up the completion of your audits!

How to use it?

This page is essentially built just like any file system you have on your computer (folder and file hierarchy). It is best to use folders for your documents to keep them organized.

Creating a folder

To create a new folder, click the "New Folder" button at the top right of the screen. The system will ask you to enter a name for the folder. Be sure you are in the correct folder that you want to add the new folder to before clicking the button. Otherwise, the new folder will be placed in the folder you are currently viewing.

Creating a file

Creating a new file will require a bit more information. When you're in the folder you'd like to upload a new file, click the "New Document" button in the top right of the page. A modal will appear asking you for more information. The first field is the name. The name is how the file will appear in the folder in CTE-360. Next is the Audit Evidence Type. Select the audit evidence type that is most appropriate for the file you will be uploading. If you have not set up any audit evidence types or need to create an additional one, you can set it up by clicking the manage button right near the selector or you can go to the audit evidence types page directly to configure them. (for more information on creating and managing audit evidence types, please refer to the audit evidence types article). The next field is the class selector. You will use this box if the file is directly related to a specific class. If the contents of the file are relevant for the entire school, you would simply leave this selector blank. Finally, click on the file uploader box and choose the file on your computer and click submit. You will now see the file in the folder!

Editing a file or folder

You can edit a folder or file by simply right-clicking on the file or folder you wish to modify.

Deleting a file or folder

You delete a file or folder by right-clicking it just like editing. The only difference is that you cannot delete folders that contain other files or folders.

Navigating the hierarchy

As you go further into the folder structure, you will see additional breadcrumbs appear beside the "Archived Documents" heading at the top of the page. You can click on each of these breadcrumb items to navigate back to folders you've already dug deeper into.

Best Practices

Folder Structure

Before you actually start creating folders and uploading files, it's best to think of how you want to organize your documents. Some schools have had success with creating folders for each class and then creating document type folders within those to hold the file uploads. Others have decided to create document type folders first with folders for each class as the next level. Doing so will save you a lot of time and frustration when looking for documents down the road.

Updated on: 09/09/2022