» FAQs » RECORDLINKeXport
 

Before installation

» What is RECORDLINKeXport?
» What searches can I perform?
» What are the benefits?
» What are the licence conditions and restrictions?
» What are the system requirements?
» What problems can I expect?
» What support can I expect?
» What are the security considerations?
» How do I purchase and install RECORDLINKeXport?
» What if our SIMS is hosted?

Installation

» Download installation instructions

In use

» What's the general idea?
» How do I log in?
» What permissions do I have?
» How do I create an eXport for a single Student or member of Staff?
» How do I create an eXport for multiple Students or Staff?
» I can't create an eXport for Students and Staff. Why not?
» What is 'Quick Find'?
» Remember Me does not always work. Why?
» I have created an eXport folder, now what?
» How can I share an eXport online?
» I have an eXport folder. How do I use it?
» What local security can I apply to an eXport?

 

Before installation


 Q What is RECORDLINKeXport?
 A RLeX is SIMS compatible software that installs on SIMS client PCs. Users log-in with their SIMS permissions and are able to eXport linked documents from SIMS to a password protected file in three easy stages, guided by the RLeX wizard. During the process RLeX reports on the number of Public, Private and Confidential documents that are exported and generates an index file in the secure file to enable easy browsing. The file can then be archived for subsequent retrieval of individual documents or shared either online, by email or by using digital media such as CD-ROM or USB memory sticks.

Top of page
   
 Q What searches can I perform?
 A
    Linked documents can be exported from student or staff records and operates in two modes.
  • When one individual record is selected the user can then choose all documents, select all documents in one or more sub-focus areas such as SEN or achievements, or drill down to the individual document level and select those required.
  • When multiple records are selected the user is not able to drill down to individual documents.
  • As with all RECORDLINK products the user can only access documents for which they have SIMS permissions to do so.

Top of page
   
 Q What are the benefits?
 A Bulk download of linked documents from SIMS has historically been a time consuming task performed by opening individual documents from the Student record. RLeX greatly simplifies the process while maintaining document security. Users can only eXport documents according to their SIMS permissions.
  • Once an eXport has been created it can be shared with outside agencies, such as case workers, shared with Secondary schools alongside CTF in the case of Primary Schools passing Year 7 data, or archived for later retrieval.
  • Typically, linked documents are backed up with SIMS. However such backups are designed for a complete install in the event of Disaster Recovery. Retrieval of specific records is not feasible. However, with the appropriate eXport in archive, retrieving the SEN documents of a student who left the school some years previously would merely be a matter of clicking on the student's name in the index of the appropriate eXport.
  • Fast document retrieval facilitates improved outcomes by unlocking student information, especially when comparing eXports of electronic files compared with traditional paper based filing.

Top of page
   
 Q What are the licence conditions and restrictions?
 A RLeX licences are provided on an annual basis per school with unlimited users for each school. The software is downloaded from here and installed on client PCs. The same licence key is entered during each installation to activate the software and all seats will expire on the same date. The expiry date is set at 375 days after the key is generated. This allows ten days for installation and 365 days of use. We have found this to be the simplest method to give schools flexibility in using their licences.

All licences are subject to our Terms and Conditions and you will be required to accept this End User Licence Agreement during installation.

Top of page
   
 Q What are the system requirements?
 A You will require the following system elements before installing RECORDLINKeXport:

  • SIMS 2010 Summer Release (7.132) Workstation Components or above
  • .Net Framework 2.0

Top of page
   
 Q What problems can I expect?
 A We have found no technical issues arising from RLeX but expectations should be realistic;
  • If a user sets out to create an archive of several Gb it will take time to compile and the user should allow for this.
  • Users can only eXport linked documents for which they have SIMS permissions.
  • If documents are not correctly linked in SIMS they will not be exported.

Top of page
   
 Q What support can I expect??
 A In the first instance these FAQs and our forum should be consulted for advice. We have made a conscious decision to keep the price of RLeX as low as possible. One way we can continue to do this is to share common experiences. Please feel free to post on the forum and then call us if no answer is forthcoming.

Top of page
   
 Q What are the security considerations?
 A Electronic documents are regarded as being more secure than hard copy but you should have adequate procedures in place to protect and manage your eXports, ensure users only share them with authorised parties, and maintain safe records of any passwords used. We recommend the Code of practice for legal admissibility and evidential weight of information communicated electronically (BIP 0008-2:2005).

RLeX uses SIMS permissions which therefore do not need to be maintained separately. You will need to ensure that User permissions are correctly set up in SIMS.

During the export process the user is prompted for a password that is applied to the eXport folder. Once an eXport has been created it will be placed in a folder on the local C-drive and will only be accessible in the first instance with the password. If the eXport is shared or transmitted the password should be shared or transmitted separately.

Once an eXport has been extracted from the password protected file it is available to view without subsequent password entry. Extracted eXport files should therefore be either carefully protected with network permissions or deleted.

Top of page
   
 Q How do I purchase and install RECORDLINKeXport?
 A Please go to the purchase page or call us on 01453 882 719. You can order by email, fax or posted PO.

The software is available from the download page. You will have to create a profile and sign-in. We will send you a licence key to apply during the installation which is simply a matter of running the download on SIMS client PCs and applying the key in each case although there are more detailed instructions here.

Top of page
   
 Q What if our SIMS is hosted?
 A Please call us if you are using a hosted/thin client solution. Installation will depend upon some specific local criteria.

Top of page
   

In use


 Q What's the general idea?
 A RLeX enables fast extraction of linked documents from SIMS to a password protected file on your local drive. It's an easy 1-2-3 process of selecting students, selecting documents, and exporting. The process is guided by a simple wizard.

Top of page
   
 Q How do I log in?
 A Click on the RECORDLINKeXport entry in the Start menu and enter your SIMS credentials. If you cannot find the entry ask your local IT support.

Top of page
   
 Q What permissions do I have?
 A Your SIMS permissions apply. If your permissions do not allow you to access a document or class of document then you will not see them.

Top of page
   
 Q How do I create an eXport for a single Student or member of Staff?
 A 1 Select the Student: Click on Quick Find, enter the student name and select the student from the results. Quick Find does not apply to Staff names.

2 Select Documents: Click on the Select Documents tab and either drill down to the individual documents, choose all documents in one or more areas such as SEN, or just choose All Linked Documents.

3 eXport: Click on the Export tab and change the default destination and file name if required. Choose a password and Export. We cannot suggest your policy for choosing and storing passwords but do remember that your eXport folder cannot be extracted without it.

Top of page
   
 Q How do I create an eXport for multiple Students or Staff?
 A Follow the 3 step process in the same way as creating an eXport for an individual. The only difference is that with multiple records you can select classes of documents, such SEN, and not drill down to the individual document level. You can choose one or more classes.

Top of page
   
 Q I can't create an eXport for Students and Staff. Why not?
 A RLeX maintains segregation of information between Staff and Students due to the different permissions required and the possible end uses. You will need to perform separate eXports for Staff and Students.

Top of page
   
 Q What is 'Quick Find'?
 A Quick Find enables you to enter a name and jump quickly to a single student record.

Top of page
   
 Q Remember Me does not always work. Why?
 A To prevent unauthorised access on an unmanned PC the SIMS password will drop from the Remember Me field after 10 minutes.

Top of page
   
 Q I have created an eXport file, now what?
 A Unless you have specified otherwise your eXport file will be created as a password protected zip file in C/My Documents/My RECORDLINKeXports. Each zipped file contains an html index file and two further folders named Documents and Indices. You cannot access these folders nor the documents they contain until the folders are extracted. At this stage the eXport is in its most secure state and should be transmitted or archived at this point. DO NOT TRASNMIT THE PASSWORD WITH THE EXPORT FOLDER.

Top of page
   
 QHow can I share an eXport online?
 A You can share an eXport online in a number of ways. However, remember to only share with trusted users and never transmit the password with the eXport. You can use a drop box service from a variety of providers. We recommend E-Box, an easy to use secure online workspace trusted by more UK government organisations than any other comparable service provider. With E-Box you can upload an eXport to your own workspace and then manage and audit its access. For more information on E-Box please contact us or click here.

Top of page
   
 Q I have an eXport file. How do I use it?
 A Whether you have created your own or been sent or given access to an eXport file the access is the same. With your mouse, right click on the zipped eXport file and select 'Extract All ...'. Change the default criteria if you require and enter the password. The file will be extracted to the chosen location. AT THIS POINT THE EXPORT FILE IS NO LONGER PASSWORD PROTECTED. You must use network or physical security to protect it. The new folder will contain an html file named 'Catalogue' and the same folders as before. The Documents folder contains the actual documents while metadata is held in the Indices folder. To browse the documents by Student name double click on the Catalogue file which will open in your web browser with basic information such as where and when the eXport was created. Follow the link to access the index page. Documents will be listed with metadata (summary, filename etc.) and grouped by student or Staff member. Click on a filename to open a document.

Top of page
   
 Q What local security can I apply to an eXport
 A You should develop a policy for protecting information stored in eXport archives. Physical media such as USB sticks can be protected in some instances by passwords and should always be kept safely. eXport files, whether locked or unlocked can also be protected using network share options. Right click on the archive, select Properties and then Sharing or Security. As networks vary you should develop your own policy on which configuration to choose should you choose to use this type of security.

Top of page