EDEN IMPLEMENTATION FAQS
17/01/2017
EBA Staff
EBA REGULAR USE
Document Management
Implementation- FAQs
The questions in this report were raised during the Implementation of EBA’s Document
Management Programme (including eDEN). Responses to these FAQs are listed alongside each
one.
QUESTIONS
RESPONSES
When Unit drives are created, can a Only the HoUs will have access to the
Confidential folder be created in the Unit 'Management' folder within the Unit drives.
drive ?
No other Confidential folders will be set up.
In eDEN, what does document date mean ? The system has three dates:
Is it the date we upload the document ? Or a) Document date is given by the user and is
the publication date ?
meant to be the date that the document has
been created (or published)
b) Reference date is meant to be the date
that the document refers to i.e. BoS meeting
c) Creation/ Last modified date is
automatically given by the system
Where should we keep our mission A specific Project folder has been set up
information ?
(Y:\0800 – Missions).
If a document owner moves from one Unit to The document Owner always has permissions
another, wil they stil have permissions on to its documents even if he/she moves to
their documents ? If a person is absent for a another Unit. If the document Owner moves
while, can somebody else get permissions to to another Unit they should ensure their
their documents ?
colleagues have appropriate ‘Contribute’
permissions. If the Document Owner leaves
the EBA it should be requested to the IT to
"transfer" the documents that he/she owns to
another person.
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Why is it possible that linked documents Each Document is a stand-alone entity with its
have different permissions ?
own meta-data and permissions. Using the
linking functionality doesn't override this.
Why dont’ we have folders ? Is this a eDEN system is designed around the concept
technology constraint ?
of the metadata which "describe" the
documents and allow the search and retrieval
of the documents by using multiple criteria.
If a metadata field is mistyped then I won’t It is vital to follow SOPs as closely as possible,
find information – how can this be helped ?
ensuring appropriate meta-data values are
applied. Checking the values applied during &
after Registration would be a sensible
approach. A future potential enhancement to
eDEN could be to make use of standard
templates &/or to re-use meta-data from
existing similar Documents.
Where should we put our analyst reports ? A Project Folder should be requested for this
We have many of these. The Unit drive specific purpose, and the relevant Users
doesn’t al ow us to share with other Units. should request access. Note that Project
There are too many to upload on eDEN and if Folders are time-bound (not indefinite), so
we zip them then we can’t search inside the maybe one for each new calendar year,
zip files.
assuming that these reports are not required
to be kept indefinitely.
When editing a Document via Check-out / When a dosument is opened via Open and
Open and Edit, is the Doc opened as a Edit is held in eDEN. Any save before check-in
temporary file on the PC or is it held in eDEN is saved in eDEN.
? i.e. If I click Save before Check-in, where is
that Save made to ?
When the Retention Policy is in place, wil No. We will seek an automated solution for
users have to go back to their documents closing off documents, which will then trigger
and close them one by one ?
their retention.
What are the roles of the Local DMOs ?
Local DMOs work together with the EBA DMO
to provide feedback on operations within
their Units and raise awareness about
Document Management.
Is the Lifecycle Policy still Draft or is it in fact The Lifecycle Policy was approved at
Approved ?
Management Meeting of 30th May 2016.
How can I audit permissions and
The changes in the documents permissions
classifications in my Unit?
are not captured in the version history of the
document whereas any change in the
classification creates a new document
version.
Is deletion of Project folders at their sunset
Currently there is no automatic process to
date triggered automatical y or by human
automatical y delete the project folders at
process ?
their sunset. This wil be done by a human
process.
Where wil Document Templates be
Templates should not be stored in the shared
managed, e.g. Templates for MS Word, etc ? drives for common use. They are part of the
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IT service desk services.
What is the file size limit for upload to eDEN 50 Mb.
?
How do we differentiate between
EBA Regular Use (formerly Unrestricted):
Unrestricted and Public ?
‘Information that is not intended for public
disclosure, but the unauthorised disclosure of
which would not be prejudicial to the EBA,
other Institutions, Member Stats or other
parties’
Public: ‘Information whose public disclosure
would not damage the interests of the EBA,
other Institutions, Member States or other
parties’.
Can Classification of a Document change
Yes. The owner can change a document's
throughout its lifecycle ?
classification to reflect its sensitivity.
How do we Classify early drafts of ITSs
An early draft ITS could be initially classified
whose accidental release would have
as EBA Restricted Use or EBA Confidential
harmful impacts ?
Use, and then changed to EBA Regular Use or
Public later.
Will the existing P drives still remain ?
Yes, every user will still have a personal drive
on the server which is roaming with their
profile when they log on in a different
physical or virtual machine. The personal
drive is strictly personal and can't be shared
with any other user.
SOP for Standing Committees are not
The intention is that:
defined - how wil this be handled ?
- each Policy Expert will save the version of
the draft regulatory product as circulated to
the SG, SCRePol, ResCo etc;
- the Secretariat to the SG, SC etc wil save as
a zip file all documents distributed for a
particular meeting so they are easy to find.
This will be captured in the latest version of
the SOP on Regulatory Products.
How do I know what Classification to apply
There will be an amended Information
for documents I'm uploading on behalf of
Classification policy with more examples, to
Policy Experts ?
help guide staff in choosing a classification
level. In this particular case, the Policy Expert
should provide the classification and other
meta-data to be used, or preferably upload
the Document themselves.
Who decides what documents have
When we work on the Retention Schedule the
historical value for the purposes of retention DMO in coordination with Units will identify
by HAEU ?
documents that are likely to have some
historical value, reflecting the contribution of
the EBA. These wil exclude documents with
commercial secrets or personal data.
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Wil Admin Assistants to Directors have
No. Admin Assistants will have the same
access to the underlying Unit's folders ?
access as their Director.
Are CALM & CREMOP separate Units from
Yes, CALM and CREMOP are separate Units
the Unit Drives point of view ?
and managed as such, hence they have
separate Unit Drives.
Is the Document Owner the only person who The Document Owner is the only person who
can Manage Permissions, or can those with
can manage Permissions on a Document.
Contribute rights also do that ?
When another organisation receives a
Even without classification, other
document classified as Unrestricted, wil
organisations should not make public
they make it public?
documents that they have received from
external parties without first obtaining
consent.
Instead of check-in/out isn’t it easier to
eDEN will be used primarily to hold
make changes through emails and only
'Landmark' or 'Milestone' versions of each
upload to eDEN final versions?
Document at this time, and it is also a
requirement that Approvals &/or associated
Comments that evidence its evolution be
captured in eDEN. The latter can be done as
associated documents (which may indeed be
e-mails), or preferably directly in eDEN as
comments and changes to a new version.
Besides searching, what is the advantage of
The benefits to be drawn from the DM
eDEN?
Policies and the eDEN tool are:-
1. Consistent EBA wide approach to storing
and retrieving documents
2. Documents stored respecting their
appropriate ownership, security and
confidentiality
3. Electronic documents subject to version
control
4. Mitigated risk of accidental tampering or
deletion of Documents
5. Faster and advanced search and retrieval of
Documents
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