Office 365: Official Document Centre

Official Document Centre

A dedicated site enabling access to the most current version of any official University document.

The Official Document Centre is accessible to all University staff and students who will have permissions to view and print the documents. 

Documents cannot be downloaded to a device (with the exception of PDF files, templates and forms). This ensures that only up to date copies are in circulation.

Visit the Official Document Centre


Features

  • Search by title, keyword, phrase, author or document type
  • View-only documents to ensure only current files are in circulation
  • Easily accessible so you don't have to save your own copy of a document for later use
  • Retention date set on all official documents ensures they are current
  • Downloadable templates and forms

Benefits

  • All University official documentation in one place
  • Access to the single, validated, source of truth
  • Quick access to University templates and forms
  • Access this information at any time and on any device
  • Similar function to your OneDrive for Business

Publishing to the Official Document Centre

Each Plymouth University site has its own publishing library where site owners, administrators and members can create or upload documents or links to be published.

Once the document or link is published (via an approval process) it can be viewed in the Official Document Centre by all staff and students.

Once published, a retention date of one year is set. When reached, a reminder email is sent to the person who last updated the document/link advising that an action is required to update it.

A user guide on how to publish to the Official Document Centre can be found in the Training section of this page.



Approving documents and links for the Official Document Centre

Before a document or link is published to the Official Document Centre, it is submitted for ‘approval’ to one or more nominated approvers for each Plymouth University site. This starts an approval workflow.

The role of an approver is to ensure the document or link is suitable for publication to the Official Document Centre. For example:

  • Checking it constitutes an ‘official document’ – available to staff and students
  • Making sure the keywords/metadata are appropriate (for accurate searching)
  • Ensuring the document name is meaningful
  • Quality checks – e.g. tone of voice, accuracy of content etc.