Texas Association of County Auditors Guidelines for File Management System

Transcription

1 Texas Assciatin f Cunty Auditrs Guidelines fr File Management System The File Management System (FMS) is nline Sftware as a Service mdel prvided by DcLanding. The FMS prvides a secure medium fr the exchange f files and dcuments amng members as well as a private flder fr each member. The File Management System Review cmmittee is a sub-cmmittee f the Technlgy Cmmittee cnsisting f n less than three individuals frm the Texas Cunties with cmputer technlgy experience as appinted by the President f TACA. The President shall designate the Technlgy Cmmittee Chair t versee the TACA File Management System (FMS). The TACA Primary Pint f Cntact (POC) is: Rene Camarill, El Pas Cunty Auditr s Office, recamarill@epcunty.cm (915) , extensin 4105 The Alternate Pints f Cntact are: Brian Stevens, Dallas Cunty Auditr s Office, bstevens@dallascunty.rg (214) Freeman Mendell, Galvestn Cunty Auditr s Office, Freeman.Mendell@c.galvestn.tx.us (409) The primary and secndary pint f cntacts shall serve until therwise replaced by the TACA President and must be an assistant cunty auditr with the apprval f their Cunty Auditr. The TACA President shall be respnsible t prvide immediate ntificatin f changes in Cmmittee Chairs wh are then required t timely ntify the FMS POC f changes t cmmittee members requiring access. Access t the FMS shall be granted t each member f the Cunty Auditrs ListServe t access the TACA Public files. Each member will be given a user prfile--username and passwrd. Prcedures will be sent t each member n hw t change their passwrd. Rles will be established fr each member t access their assciated flders and files. FMS Review Cmmittee Respnsibilities: The Cmmittee shall: Mnitr file size in regards t FMS cntract limits allcating public and/r TACA Cmmittee space requirements Establish and rganize the Public flders within each Cre Flder. Cre Public flders can nly be added by the TACA Primary Pint f Cntact upn request. (Fr example: Cre Public Flders wuld include Cmmittee Files fr Educatin, Membership, Law Study, etc.) Establish list f acceptable file types and uplad size limit.

2 Review each dcument submitted fr cntent and accuracy prir t uplad. Only dcuments relevant t fficial cunty business shall be apprved fr the FMS. Establish guidelines fr glbal search feature fr each dcument upladed. Establish a schedule t review all psted dcuments annually fr legislative changes r superseded infrmatin, and remve any ld r unused dcuments. Maintain a cmplete and separate backup f each dcument upladed fr TACA recrds and will be a duty assigned t Technlgy Cmmittee Chair. Prvide a reference manual t explain the different cmpnents f each screen and hw t use them. Guidelines Any dcument r file n the FMS is subject t Open Recrds including the user s Private Flder. When referencing a dcument maintained n the FMS in an , prvide the DcLanding URL and the file cabinet name. Different versins f a dcument: FMS will prvide enable versining s new versins f files can be added and retained. Uplading files: The fllwing file types can be upladed: Micrsft Wrd (.dc,.dcx) Micrsft Excel (.xls,.xlsx) Micrsft PwerPint (.ppt,.pptx) Varius types f image files (fr example,.jpg,.gif,.tif,.png, bmp) Adbe Prtable Dcument Frmat Files (.pdf) Adbe Phtshp files (.psd) Recmmend files that are ging t be upladed in DcLanding be in adbe acrbat frmat as this is a standard reader frmat. Multiple cre public files can nly be created by the TACA Primary Pint f Cntact On the DcLanding hme page there is Glbal search feature. Dcuments can be searched by file extensin (i.e., pdf, dcx) r by file name (i.e., cmments, fund, accunting). File limit: 50 megabytes fr a single file uplad. As a cmmittee chair ensure nly yur mst pertinent and up-t-date infrmatin is upladed. Yur ther infrmatin shuld be stred n the USB flash drive. (Nte: the USB flash drive will be prvided by TACA and will be passed n frm cmmittee chair t cmmittee chair) File prperties and authrs shuld be cleared frm dcuments. System requirements: Micrsft Windws XP r higher, Micrsft Explrer 7 r higher, r Mzilla Firefx 3 r higher, Adbe Flash Player 10 r higher. Yu can als use a Mac OS X with Firefx. The technlgy subcmmittee, under the directin f the Technlgy Cmmittee Chair, will review dcuments psted semi-annually. The

3 review will prvide cmmittee chairs with feedback n their psted dcuments t ensure they are applicable t TACA members. Each cmmittee chair is respnsible fr ensuring the files upladed t DcLanding are als stred n their USB flash drive. During the semiannual review, the subcmmittee will als prvide back-up capabilities. T change yur passwrd a. On the main screen, click Admin. The My Accunt tab appears by default. b. Type yur current passwrd in the Old Passwrd field. c. Change yur passwrd by typing in a new passwrd, passwrd has t be a minimum f 8 characters, int the New Passwrd field, then retyping the new passwrd int the Verify New Passwrd field. d. Set yur security questin, at this pint, s if yu frget yur passwrd it may be reset. e. Click Save Changes. T access the TACA File Management System If yu receive the fllwing message during yur lgin; yu want t cnnect t Rene Camarill as this will cnnect yu t the TACA file management system. Yu als want t check the bxes, nted abve, befre cnnecting t Rene Camarill Make this my Default POINT D nw shw this dialg at lgin

4 Yu shuld nw be able t view the General Membership Public Access and TACA Bard file cabinets If yu dn t see the TACA File Management System Click n My POINT (switch) Select Rene Camarill this will take yu t the TACA File Management System Yu als want t check the bxes: Make this my Default POINT D nw shw this dialg at lgin Examples f flders: Private Access Only TACA Bard Permanent Org Files (Only Bard Members can Access) Bard Members Agendas

5 Minutes Cntracts Incrpratin By-Laws Tax Dcuments Cmmittees (Only Cmmittee members and Bard Access) Treasurer Audit Educatin New Auditr Training Subcmmittee Past Training Dcuments On the Rad Area Training Subcmmittee January July Past Cnference Ad Hc Subcmmittee 2007 Cunty Auditr Institute Entertainment/Spnsrship Law Study By-Laws Membership Mentring Subcmmittee Directry Subcmmittee Cmments Newsletter Technlgy Website Audit Guide/Auditr Handbk Annual Meeting Site Public Access Only General Membership Access FMS Hw t use FMS Best Practices Accunts Payable Links t Texas Cunties Financial Reprts

6 Links t Texas Cunties Budget Reprts TACA Publicatins/Updates Cunty Auditr Handbk Access 2010 TACA Directry.PDF Online Infrmatin Update (NEW!) Cunty Financial Data Reprting Templates Accunting Financial Data Judicial Financial Data Histrical Educatinal Dcuments New Auditr Training Cunty Auditrs Institutes Fall Cnferences Sftware Systems Financial Judicial Other IRS (with subflders) Cunty Audits-Samples Audit Guide HR A/P Vendrs Jail Sheriff District Clerk Cunty Clerk JPs Need t pst Ntice: Every reasnable effrt has been made t review these dcuments fr accuracy. Hwever, if yu find an errr, please reprt t Technlgy Cmmittee Chair. TACA assumes n liability fr the use r misuse f any frm r dcument.