Find a file

Files can be located in business areas around the organisation or with people. All file locations are recorded in the Central Records System (CRS) and searching this system is the easiest and quickest way to locate files.

To search CRS you will first need to have access granted to the system.

In order to locate files you will need to conduct a search of the Central Records System (CRS).  This will allow you to identify if a file exists and where it is physically located.

Searching the Central Records System (CRS)

To search the Central Records System (CRS) you will need access to the system to be set up.  Once you have access to CRS you are able to use the system to locate the file(s) you are looking for.

Log in to the system and select the Search option from your CRS menu. There is a step-by-step guide to searching the system (PDF 273KB).

You are able to search for files using title word combinations or file numbers (if you know them).

An important tip when searching the system is to begin with broad terms and then narrow them if you retrieve too many results.  You can narrow a search by adding more keywords or a different search field (such as the comment field).

The system will only display the first 600 results. Six hundred results is considered too large a number to manually sort through thus directing you to narrow your search in order to retrieve fewer results.

When searching CRS take note of any red messages that appear.  Simply because you haven't retrieved any results from your search does not mean there aren't any files on the topic.  It may be that you do not have the access to view those records therefore you will not retrieve them in a search of the system.




Updated:  16 February 2013/ Responsible Officer:  University Librarian/ Page Contact:  Library Systems & Web Coordinator