--- title: "Record & Document Review (RDR)" canonical: "https://support.soutron.net/space/HG/3279890/Record%20%26%20Document%20Review%20(RDR)" format: markdown --- The Soutron Library & Archive application includes workflow functionality to manage Library, Archive and Records in one database. Included is the functionality for End Users to Submit content into the database for publishing, subject to approval of the Administrator. Soutron Record & Document Review (RDR) is a cloud-based solution, designed to be a flexible and secure process for managing digital documents submitted for review and approval, while maintaining a comprehensive audit trail of all document versions and comments. - Collaborate to create research articles and publish findings faster - Automate processes and make workflow faster - Improve the speed of communication and document turnaround - Harness expert knowledge - Secure, cloud-based solution accessed via computer, tablet or mobile Soutron Record & Document Review (RDR) helps your team keep track of documents to ensure deadlines are met using automated alerts. Save time when submitting articles for review or reviewing others' content by having a simple tool to view and monitor status and actions. Changes made to a document as it proceeds through the review process are clearly and easily assimilated. **Features** - Create articles and submit for review within a knowledgebase - Create different types of templates for different types of content - Attach documents of various file types (e.g. Videos, Excel, PDF, Word, PowerPoint etc.) to content articles - Build Metadata within an article record to support research - Provide workflow to support an approvals process for knowledge articles - Notify Users when they are required to approve publication of a knowledge article - Classify articles using Metadata to determine potential expert reviewers - Add Metadata to an article record as needed - Make visible only to approved users - Create and maintain all draft documents during the course of review - Provide content managers a view of all drafts, rejected, approved, archived, published and unpublished articles - Allow updates and revisions to articles, maintaining version control, so historical versions of articles can be viewed and reinstated - Record date/time and who created or updated/commented on an article - Ability to publish an article into selected Portals, ensuring unpublished articles aren't visible to users - Ability to group knowledge content articles by categories using taxonomies and thesauri - Ability to delete knowledge articles, but restricted to only those that have the necessary (configurable) permission - Alerts that deadlines are approaching - Includes a powerful search capability that allows search for content to display a list of recommended articles in order of relevance - Allows browse for content by user group, classification, type, etc. - Ability to export and import knowledge articles The settings for End User Submission are applied in the Record Type and Content Type definitions, managed by the System Administrator, by choosing to offer this added capability for each type of content. In this way documents, suggestions, data can be presented to the Information Service for inclusion in the database. **Document Review** is an additional and separate set of functionalities, provided as a licenced Plug-In to the main application. It requires a Licence Key to be applied to the Soutron instance before any functions can be used for this extended functionality. Document Review is a set of workflows designed to manage a review process for different purposes: - Electronic documents to be published - Records submitted to a Registry - Articles to be reviewed prior to publishing - Quality standards to be checked before publishing - Collaboration on policy documents Once submitted, a document can be formally assigned, to other users (Reviewers), for review and comment, before the process is completed and closed. The result being a new published document, if the purpose was for an article to be cleared for publishing or a record being admitted into the repository or document archive.    The maintenance of each version of a document as it progresses through the process, is a major feature, ensuring a historical record of changes.  The ability to Check-out and Check-in documents by authorised staff while reviewing a document allows multiple people to work on a single document, retaining versions as they are created, before a final approval or acceptance into the organisational repository is agreed. As with other records in the database, the system is secured via a comprehensive set of access permissions that the administrator can use to restrict or extend access to information. --- The following terminology has been used in this dedicated Help Guide: **Submitter **= The Author of the document who submits something for review **Reviewer = ** The Reviewer **Portal **= Portal **Administrator** = A Roled user **System Administrator **= A Roled user with Administrator Role --- The guide is broken down into the following elements: - [**Overview of Field Types Used in RDR**](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279990) An overview of the different types of fields the user is likely to encounter during their use of the RDR system. - [**Overview of Workflow for Submitters**](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279878) This section provides all the workflows of a Submitter and how the application works to allow an end user to access, submit and review progress through to approving a submitted record/document. - [**Workflow for Reviewers**](https://soutron.atlassian.net/wiki/spaces/HG/pages/3280008) This section provides all the workflows that a Reviewer is able to use to allow them to check-out, edit and check back in a document that they have reviewed and all associated processes. - [**Workflow for Accessing Submissions and Reviews via My Account**](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279874) Once a submission has been made and reviewers start their workflows, the submitter can monitor its progress and take various actions through to the final workflow of accepting and maybe publishing (subject to rights) the record to the Portal - [**Admin configuration and set-up**](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279791) UI required to provide configuration, access and set-up of the RDR and Review processes. - [**Step by Step Guides**](https://soutron.atlassian.net/wiki/spaces/HG/pages/3279966) Blow by blow walkthroughs of the different RDR processes.