1. Document Management in RTO KnowHow
How to use RTO KnowHow to efficiently store, manage and
distribute your RTO documents

2. Contents:
This slide presentation includes an overview of the following topics:
• Overview of benefits an d capabilities
• Uploading/Storing Documents including Policies and Procedures, Forms
and Training & Assessment Strategies
• Customising Access permissions: Document Folders and Roles
• Finding stored documents
• Mapping to Standards and Related Documentation
• Standards Master List
• Review Dates
• Compliance Matrix
• Document Approval
• Version Change

3. Benefits of using RTO KnowHow to
manage your documents
• Live and up-to-date compliance matrix at the click of a button.
• Centrally manage all documents and customise staff access
levels.
• On or off-site, your staff will have easy access to current
documents.
• Centrally manage all policies, procedures and forms, link them
to RTO standards assign responsibility and manage versions.
• Find documents easily by searching or sorting by key
information.
• Version control and automatic archiving of previous versions.
• Inbuilt approvals system

4. Overview of Document Management
• Stored and Organised according 4 type areas
- Documents
- Policies and Procedures
- Forms
- Training and Assessment Strategies
• 2 ways to create a document
- Upload existing file
- Use our text editors and fields to create a document from scratch
• Tree View & List View
- Documents - (folders)
- Policies, Procedures & Forms – (Quality Areas)
- Training and Assessment Strategies – (Qualifications & Courses)
• Approvals
• Compliance Matrix

5. Settings to check before you start
• Print logo setting (Management > My
Account> System settings)
• Document Coding (Management > My
Account> System settings)
- Use Own Coding
- Use Default Coding
- Use No Coding
• Related Master Lists (Management > Master
Lists)
- Document Folders (click Edit to review access)
- Quality Areas
- Standards
• Role Settings (Management > Roles)

6. Uploading/Creating/Storing
• Creating/Uploading Documents
1. Choose type (document/policy&procedure/form/T&A Strategy)
2. Click ‘Add New’ button
• 2 ways to create a document
- Upload existing file
- Use our text editors and fields to create a document from scratch
• Using all fields and settings (e.g.):
- Starting Version Number
- Mapping Documents
- Linking to Related
- Publishing Details

7. Drafting, editing and submitting for
approval
• Document Status and visibility of documents
• Edit a Document
• Choose Approver
• Approvals manager

8. Version change & automatic
archiving
• View and then Create new version
• Old version is linked to new as document
history but not showing for access on its own
• Use of under review status
• Archived list and status

9. • Easily see documents overdue for review
• Find according to standards or other
document details. – filters and data sorting
• View/edit/download functionality
Locating Documents