What is the document ID?
Unique identifiers are used to categorize and number all ConnectsUs HR documents. You will see this identifier:
- At the beginning of the document file names
- In the footer of the Word documents
- In the header of the Excel documents
Example: OP-ALL-2540-M. Job Posting – Standard
You don’t have to pay a lot of attention to these letters and numbers, unless you want to double-check that you have the right document. However, if you understand how to decipher them, you may find them useful as a quick reference – for example, they'll tell you at a glance which Kit the document belongs to, who the intended audience for the document is, and what type of document it is.
File names
Example file name: OP-ALL-2540-M. Job Posting – Standard
|
Field |
Topic |
Access Level |
Document # |
Document Type |
Document Name |
|---|---|---|---|---|---|
|
Purpose |
2-letter prefix identifies topic document belongs to (see Topics list) |
Identifies audience for document. Options: ALL, HR, MGR (see Access Levels list) |
Unique number assigned to every ConnectsUs document |
1-letter suffix identifies document type (see Document Types list) |
Unique name assigned to every ConnectsUs document |
|
Example |
OP-ALL-2540-M. Job Posting – Standard |
OP-ALL-2540-M. Job Posting – Standard |
OP-ALL-2540-M. Job Posting – Standard |
OP-ALL-2540-M. Job Posting – Standard |
OP-ALL-2540-M. Job Posting – Standard |
Topics
| Prefix | Topic | Prefix | Topic |
|---|---|---|---|
| AA | Accounting & Office Administration | JE | Job Evaluation |
| CM | HR Policy Manual | OO | Orientation & Onboarding |
| CP | Compensation | OP | Opening & Advertising a Position |
| CR | Checking References & Hiring | PC | Protecting Company Interests |
| DP | Staff Departures | PI | Performance Improvement Plans |
| EE | Employee Engagement | PP | Probationary Periods |
| EH | Employee Handbook | PR | Performance Reviews |
| HA | HR Administration | SD | Staff Directory & Organizational Chart |
| IT | Involuntary Termination | TA | Tracking Applicants |
| IV | Interviewing | TD | Training & Development |
Access Levels
Access levels refer to the audience we think should have access to a given document. The intended access level for a document is indicated in its unique document ID code (e.g., JE-ALL-3530-M):
- ALL – Document does not contain sensitive information and can be accessed by all staff.
- MGR – Document contains sensitive information that could be misconstrued by non-manager-level staff. Access should be restricted to managers and HR.
- HR – Document contains sensitive and/or confidential information. Access should be restricted to HR.
Document Types
| Code | Description |
|---|---|
| -E | Example for Staff |
| -I | Instructions for Staff |
| -M | Modifiable template file (Word or Excel) intended to be re-saved and completed by multiple users (e.g., Expense Report Form) |
| -P | HR Home or Resource page that provides staff with easy access to the HR documents they need |
| -R | Reference document or script (e.g. Interviewing Guide) |
| -S | Step-by-step Process Guide |
| -T | Blank template |
| -X | Excel workbook template. Ongoing document that is saved and maintained by a single user or department (e.g., Job Openings Spreadsheet) |