Manage Documents and Archiving on CMS

CMS will automatically archive all live deeds and applications forms (APFs). Supporting Documents will be deleted from the CMS case after six months, unless marked for archive.

Process

1. To manage documents you must open the CMS case by clicking on the blue text on the top right of the screen. 
2. Click Manage Documents
3. From there, you should classify and name the documents.
   1. First, choose a 'Type'. If you start to type in the appropriate field, a picklist will appear and you should select the most appropriate 'Type'.
   2. You should then choose a Sub type in the same way
4. On any occasion where you choose 'other' a further field will appear.
   1. This field allows you to type in free text. When this field is displayed you will not be able to progress the case on CMS unless you complete this field.
5. You can add a 'Significant date' for example a recording date or date of execution. You can do this by manually adding the date in the format dd/mm/yyyy
   1. or by clicking on the calendar and selecting the appropriate date
6. If you want the document to be archived, you should check the archive box
   1. Depending on how you have classified the document you may find that the archive box is already checked or there is no option to archive the document.
   2. If you classify the document as a certified plan, for example, the archive box will be automatically checked.
   3. If you If you classify the document as a cheque, for example, the archive box will be automatically marked 'x' , since cheques should not be archived.