As a key user, you are the first point of contact within your organisational unit for the use of the VU Archive Solution. You support colleagues, share knowledge about working practices and oversee the archiving process.
You help colleagues properly archive and retrieve information in Corsa. You don’t archive everything yourself; instead, you ensure that colleagues know what to do and where to go with questions. Document Management and Archives (DMA) and the key user jointly determine which information objects are included in Corsa. This is based on the selection list, retention periods, the practices of the organizational unit, and agreements with the process owner.
DMA provides the framework; you put it into practice; the process owner remains responsible.
Your role as a Key User
As a key user, you know:
- which information objects are permanently archived in Corsa
- which procedure applies to your organizational unit
- which route is used: Teams, iBabs, SAP SLCM, or another integration
- who is authorized to archive
- who is authorized to access the information
- where to find instructions and current agreements
You explain to your colleagues:
- where information is located
- what information should be in Corsa
- which archive folder, meeting, or link to use
- when information is archived
- where colleagues can find instructions
Keep in mind:
- selecting the correct file
- the correct archive folder or link
- clear naming conventions
- correct metadata
- no unnecessary drafts or duplicate files
- frequently asked questions or common errors
Always check:
- which file or process is involved
- which system is being used
- whether it concerns content, access, or technology
- whether the user is authorized to archive or only to view
Scenarios
- Unclear what needs to go into Corsa > coordinate with DMA
- Question about a selection list or retention period > consult with DMA
- Corsa file is missing > Report to DMA or Corsa functional management
- User does not have access > Check the role and request approval from the supervisor or process owner
- Authorization needs to be updated > After approval, forward to Corsa functional management
- Technical issue with Corsa > Report to Corsa functional management
- Problem with integration > Report to Corsa functional management
- Procedure does not work well in practice > Discuss with DMA
Not everything needs to be in Corsa. Only information that must be permanently retained according to established agreements is entered into Corsa. Not sure? Check with DMA.