Documents system guidance

The University’s Document System is the central platform for storing official University documents. 

Using this system ensures that:

• Single source of truth – documents are stored in one authoritative location, reducing duplication.
• Improved discoverability – metadata and search functions make it easy to locate the right document quickly.
• Security and compliance – managed access permissions ensure sensitive information is only available internally.

Access and permissions

• The Document System portal is free and open for everyone to search and view documents.
• Some documents may be restricted to users with a University login (CAS).
• Access to the Document system admin section requires a University login (CAS) and is only granted to staff who have been given admin rights.
• Staff can request admin access via documents@manchester.ac.uk.
• Admin users can upload, edit, archive, and delete documents.

Uploading documents

• Documents must be created and owned by a University office or department. The master copy should always be stored on an appropriate shared drive.
• Avoid uploading external documents. These should be linked to at their original source rather than uploaded to the Document System.
• When uploading, ensure the correct metadata is applied (title, author, department, date, contact details) to support search and retrieval.
• Any documents linked from University webpages must comply with accessibility legislation. See the University's guidance on making documents accessible.
• Content intended for sharing online should, wherever possible, be provided in HTML format. Do not rely on uploading PDFs to the Document System as the primary way of sharing content.

What not to upload

The Document System is for official University documents only. Do not upload:

• Personal documents (e.g. CVs, medical records, ID scans, tax forms).
• Student theses, dissertations, or other assessed work.
• Teaching materials intended for learning platforms.
• Duplicate or draft documents that are not intended for wider use.
• Copyrighted material unless you have the appropriate rights or licences.
• Highly Restricted documents. See examples of Highly Restricted information.

Retention and disposal

• Do not delete documents unless you are authorised to do so.

Support

• For technical support or permissions queries, contact documents@manchester.ac.uk