When you purchase the QRMS Records Management Software, you have the option of purchasing additional "Structure Level" and "Data Set" Licenses. This document outlines what a Structure Level and Data Set are and the advantages and disadvantages of using each.

Structure Levels

What they are used for

A Structure Level is used to maintain different 'sets of files'.

• These different 'sets of files' are usually different branches, department, regions etc.. within one organization
• These different 'sets of files' could also be used to represent different sets of files within different organizations.

The files for different Structure Levels can be maintained in one database in one directory, or separate databases in separate directories. If you want to maintain different Structure Levels in different databases in separate directories, then you have to also purchase "Data Set" Licenses.

Why they are needed

Within a Structure Level, you can have only one file with the exact same: Schedule, Primary, Secondary, Tertiary and Responsibility Designation.

For example; Within your organization (ABC Company), Branch A has a File:

Schedule	Primary	Secondary	Tertiary	Responsiblity Designation
100001	100	20	Admin	OPR

Branch B also has the same file.

In order to differentiate between the two files in the QRMS system, you could assign it to a "Structure Level"

For example; you have two Structure Levels in the System. One Structure Level represents Branch A and the other represents Branch B. When you created a file, you would identify it as being created in one of the Structure Levels:

Structure Level	Schedule	Primary	Secondary	Tertiary	Responsiblity Designation
Branch A	100001	100	20	Admin	OPR
Branch B	100001	100	20	Admin	OPR

There are other options for differentiating files from different branches (as discussed following) but the advantages and disadvantages of using Structure Levels are;

Advantages	can do searching (i.e. QFind) by Structure Level. For example; you could specify that you wanted to search only the files in Branch B. You can also search both branches and the result would be a consolidated list of files.
	can print inventory reports, labels etc.. by Structure Level (i.e. print labels only for Branch A)
	can restrict users to one Structure Level only (i.e. so they could only see the files for Branch A but not for Branch B)
	view files by Structure Level on the QManager window
	can close/cull files by Structure Level
Disadvantages	The cost of purchasing additional "Structure Level" licenses

When you purchase the QRMS System, you automatically receive one "Structure Level" license. In order to have more than one "Structure Level" you would have to purchase more than licenses. Contact QRMS for more information on the cost of "Structure Level" licenses.

Alternatives to using Structure Levels

If you do not want to use Structure Levels to differentiate between files for separate departments, branches, regions etc., your alternatives would be:

Option 1 - To create the two separate files in one Structure Level and differentiate between them by putting a unique identifier (i.e. a Branch code) as part of the "Tertiary".

For example;

Schedule	Primary	Secondary	Tertiary	Responsiblity Designation
100001	100	20	Admin-Branch A	OPR
100001	100	20	Admin-Branch B	OPR

Advantages	don't require an additional Structure Level License
Disadvantages	can't print inventory reports, labels etc.. by Structure Level (i.e. files for all branches would print together)
	can search for files using QFind to get a list of all files within a Branch (i.e. search the tertiary code for "Branch A" but you couldn't select by a range etc..
	Also, the data entry would have to be consistent in order to ensure that every file was designated with the exact same information
	Can't close/cull files by Structure Level
	Can't view files on Qmanager by Structure Level

Option 2 - To create the one file in one Structure Level and use Volumes to differentiate between the branches.

For example;

Schedule	Primary	Secondary	Tertiary	Responsiblity Designation
100001	100	20	Admin	OPR

Volume	Open Date	Location
1	01/01/1990	Branch A
2	01/01/1990	Branch B

Advantages	don't require an additional Structure Level License can print file labels, inventory reports etc.. by location
Disadvantages	Branch B would never have a Volume 1, which may cause confusion
	if additional Volumes are required for a branch, they may not be in sequential order
	when you searched for a file (i.e. "ADMIN") you would have to view the file detail in order to determine what branches the file had been created for
	Can't close/cull files by Structure Level
	Can't view files on Qmanager by Structure Level

Option 3 - To create the one file in one Structure Level with one Volume and use the Supplementals within the Volume to differentiate between the branches.

For example:

Schedule	Primary	Secondary	Tertiary	Responsiblity Designation
100001	100	20	Admin	OPR

Volume	Open Date	Location
1	01/01/1990	Branch A

Supplemental	Location
1	Branch A
2	Branch B

Advantages	don't require an additional Structure Level License can print file labels, inventory reports etc.. by location
Disadvantages	if one branch requires an additional Volume/Supplemental it may be confusing
	if additional Supplementals are required for a branch, they may not be in sequential order
	when you searched for a file (i.e. "ADMIN") you would have to view the file detail in order to determine what branches the file had been created for
	Can't close/cull files by Structure Level
	Can't view files on Qmanager by Structure Level

Data Sets

As previously stated, the files for different Structure Levels can be maintained in one database in one directory, or separate databases in separate directories.

If you want to maintain different Structure Levels in different databases in separate directories, then you have to also purchase "Data Set" Licenses.

For example: you have two Branches in your organization; Branch A and Branch B.

You have two separate Structure Levels to differentiate between the files for each Branch. These Structure Levels are maintained within one database in one directory:

Data Directory: T:\QRMS6\DATA

Structure Level	Schedule	Primary	Secondary	Tertiary	Responsiblity Designation
Branch A	100001	100	20	Admin	OPR
Branch B	100001	100	20	Admin	OPR

The other option is to have the files for each separate Structure Level maintained in separate databases:

Data Directory: T:\QRMS6\DATA\BRANCH_A

Structure Level	Schedule	Primary	Secondary	Tertiary	Responsiblity Designation
Branch A	100001	100	20	Admin	OPR

Data Directory: T:\QRMS6\DATA\BRANCH_B

Structure Level	Schedule	Primary	Secondary	Tertiary	Responsiblity Designation
Branch B	100001	100	20	Admin	OPR

The advantages and disadvantages of both types of options are:

The Files for both Structure Levels are stored in one database in one directory
Advantages	any changes made to the "Classifications" (Primary and Secondaries) would automatically be made for both Branches
	consolidated searching - a user could search the files in both branches on one system
	Users have possible access to all Structures to perform all QRMS Functions you can allow users access to all files in all Structure Levels for searching/reporting purposes
Disadvantages	Network security - all users that have access to QRMS must have read, write, create and delete access to the files within the QRMS Data Directory (this means that people in either branch that have access to QRMS, could use Windows Explorer or Program Manager or a DOS prompt and go to the QRMS Data directory and delete those files, i.e. therefore deleting the files for the other branch). Considerations: It is assumed that there will be daily backups done in the event the above did happen. Also, security could probably be set on the individual files, to restrict critical ones from being able to be deleted (the feasibility of this would have to be reviewed with your systems people)
	User access within QRMS - when you setup users for QRMS, you give them the ability to view or update the files in one Structure Level or all Structure Levels. With only two Structure Levels in the system, this is not a problem but with more, it may become a consideration. i.e. you setup a user with the ability to add files. They will be able to add files in one Structure Level or All Structure Levels. If you restrict them to one Structure Level then they can not see the files in any other ones (i.e. even for browsing). If you give them access to all Structures, then they can add files in all. Considerations: You can change the access users have in the QRMS Administration program
	Keywords - If there is a file in each "Structure Level" attached to the same keyword and users do a QKeyword Search, they will be able to see the keywords for files in both Structure Levels (although they can't actually see the file itself)
The Files for both Structure Levels are each stored in separate databases in separate directories
Advantages	Network Security access - users in one Structure Level wouldn't have the ability to delete the files for the other Structure Level.
Disadvantages	No consolidated searching/reporting (i.e. you'd have to do two separate searches or reports, one in each set of data)
	If you change Classifications in one division, it is not updated in the other system. To do this, the changes would have to be entered manually into the other system or you could purchase the Data Transfer/Control Module to do the changes

Costs of each Option

When you purchase the QRMS system, it comes with a license for one "Structure Level".

If you want to maintain different "Structure Levels" in different databases and directories, then you must also purchase additional "Data Set" licenses. One for each Structure Level that you want stored in a different directory.

Please contact QRMS for the cost of additional licenses for "Structure Levels" and "Data Sets".

As stated, one of the disadvantages of having "Structure Levels' in separate databases and directories is that when you update a Classification (i.e add a new Primary, change the Secondary Title etc.), you would have to make the changes twice (once for each Structure Level).

QRMS has Data Control/Transfer Modules which allow you to have the ability to make changes to the Classifications in one set of data (i.e. the data for one Structure Level) and export those changes to other "Data Sets". Please contact QRMS for more information on the cost of these modules.

QRMS reserves the right to change the information in this document at any time without notification.