In addition to sophisticated search capabilities, RMS On-Line offers users the ability to download Excel reports of records held, order empty boxes, transfer boxed records to storage, and maintain up to date delivery and contact information. In short, RMS can help you maintain control of your off-site records in the following ways:
- Know exactly what records are in storage at a given moment.
- Know in seconds whether a file exists in the stored inventory.
- Know when a file you want is currently charged out, see who has it.
- See a complete listing of files you, or others in your department, have charged out.
- Make a request on a file and have it delivered within 4-6 working hours.
This section of the Records Management website will provide a tutorial on the basics of RMS On-Line, and a description of some of the most useful features.
Logging in to RMS On-Line is easy, and uses your standard Dartmouth credentials. To begin, simply point your browser to:
|NOTE: Be sure to include the “s” in “https://”. This ensures that you are connecting to a secure web server.|
If this is your first time accessing the system in this browser session, you'll be asked to enter your Dartmouth credentials. These are the same credentials you would use for your e-mail, or to log onto your computer when you turn it on. Once you have done so, you will be presented with the Search and Request Files screen. However, you may select any of the tasks shown on the main menu, which you may access by clicking "I Want To..." on the upper right corner of any screen.
The remainder of this tutorial will address each task listed on this main menu.
To begin, select Search and Request Records from the main menu, on any screen of the RMS On-Line system.
Your home department will appear in the pop-up menu at the top of the form. For most users, this will be only one choice. However, if you are a Records Custodian for multiple departments, or if you have been granted guest access to one or more series outside of your department, you may switch to searching in other departments by using this menu.
Basic Searching and Browsing
There are four search boxes immediately under the department name. These four boxes give you a variety of search options. You may search for individual series by typing text in the Series box, and hitting return. Likewise, search for a box by typing in the Boxes search field, and hitting return. Note that you should first clear previous searches by clicking on the x.
Your most common search task will likely be a global search on a file name by using the Files search box. This will present you with all files whose titles contain the text you enter, anywhere in the file title.
You may also search for combinations of criteria using these boxes. For instance, a search only within a given series, for a particular file title.
One additional feature is the Dates search criteria. This function is quite intelligent. Put in a single year, or a range of years, and only material in boxes that contain the year or years you specify will be displayed.
The Drill Down Search
An alternative method of searching is what we call the "drill down" search. To perform a drill down search, simply click on any series or box name listed. Clicking on a series will show all boxes in that series. Clicking on a box name will show all files in that box.
This method works in conjunction with the search criteria in the boxes above, so if you have criteria listed, your drill down search will only find materials that also match those criteria.
This search screen is very powerful, but may take some time to get used to. Feel free to experiment. However, as a reminder, if you simply want to search for a file title by name, as you could do with the old RMS On-Line system, the easiest way to replicate that simple search is to just type your text into the Files search box, and hit return.
Your Request Cart
Once you have either a box or a file displayed that you would like to request, simply click on the plus sign at the far right. This will give you a pop up, allowing you to request either the file, or the box. Making that selection will add that item to Your Request Cart, at the bottom of the screen.
Note that in some cases you will see a minus sign, instead of a plus sign. This indicates that the file or box you are looking at is already charged out. Click on the minus sign to see more information about who has the box or file you are looking for.
Continue using this system to add boxes and files to your request cart, as required.
One important note: Be sure not to change departments after you have started adding files or boxes to your request cart! If you change departments using the pop-up menu at the top of the screen, that will clear your cart, and you will have to start over.
Submitting Your Request
Once you have all the files and boxes you would like to have delivered listed in your cart, verify that the delivery building and room number are correct. These are the defaults from your user account listing with records management, and you can override them for this request, if the files need to be delivered to a different location. Note that changes made here will apply to this request only. If you want to change your defaults, you may do so by updating your account, from the main RMS On-Line Menu.
Once you have completed this form, including any special instructions for Records Management staff or our delivery drivers, simply click on the Request Records button to submit your request. The delivery will occur on the next available run, usually within 4-6 working hours.
Once you have submitted your request, click on the refresh this page link to make additional requests, or select your next task from the RMS On-Line Main menu.
If you have any questions about using this form, or need additional information, please contact Records Management at firstname.lastname@example.org.
Hints on Searching
RMS uses a "contains" search, so any text you type will be found anywhere within the database field. However, the string you type must match exactly a string somewhere in the file title. This is different than Google and other search engines, where each word is searched separately.
|NOTE: Records Management prefers to deliver individual files, rather than entire boxes. Please request the file you want, rather than the whole box, whenever practical!|