The Document Library (DL) is a portal through which a wide range of Parish Council documents can be accessed. The documents are stored in a number of locations and the DL enables them to be accessed from a single point.
Parish Council documents are stored:
1. directly on this website,
2. on the Parish Council's shared file store (Google Drive).
The general rule as to where a document is stored depends on the potential for the content to change. Documents that will never change are stored in the archive, which is directly on this web site. These documents are converted to Portable Document Format (PDF) prior to storing. They may be viewed using any PDF reader and/or downloaded if required.
Documents that will or could be subject to revision are considered live and are stored on the Council's Google Drive in their source format so that they can be edited as required. These files are in the Google office formats: docs, sheets and slides. They may be edited at any time by Council members and staff, so to ensure that the current version of a file is always available through the DL, these files are linked from the DL to the Google Drive. They may be viewed in read only mode and downloaded in a range of formats.
Documents that are not subject to change but do not transfer well to paginated format, e.g. spreadsheets, are retained in their original format for easier viewing. These documents are stored on the Council's Google Drive and linked to the DL.
The present Council has inherited a large collection of paper and digital files which require sorting, weeding and categorising prior to entry into the Document Library. This task will take several weeks/months to complete. Documents will be added to the library as they are processed.
To aid the process, the Council has adopted a Document Disposal and Retention/Storage Policy
When the Document Library is initially displayed, all the library documents are listed in alphabetical order of the document name. The selected Category Filter is All Categories. The document list is paginated with 10 entries per page. Navigate through the pages to see all the library documents.
You can also manage the document list by changing any of the following:
The List Length
The document list is initially displayed with the first 10 entries visible. The Show Entries drop-down selection box, above and to the left of the document list, may be used to show more (or less) entries at a time. The number of list entries currently shown and the total number of entries in the full list is displayed below the document list.
The Previous, Page No. and Next buttons below the document list may be used to navigate between the list pages if not all the list entries are shown at once.
The List Length and Pagination work together. Changing the List Length as above changes the number of pages accordingly.
The documents are initially listed in document name order. The list order may be changed by selecting either the ID, Document Name or Category column headings. The up or down arrow on the right side of the selected column heading indicates the current sort direction. Selecting the column heading again reverses the sort direction.
Note that changing the sort direction affects all the documents in the list, not just those that may be currently visible. When changing the sort direction, the list is re-displayed from the first page if the list is currently paginated.
The document list can be filtered by Category. Select the Category Filter drop-down list, above the document list, and select the required Category. The document list will be reduced to only those documents in the selected Category. To remove the filter and include ALL documents in the list, either select All Categories in the Category Filter drop-down list or select the Reset button.
The document list can be searched on the ID, Document Name and Category columns. Enter the required search criteria in the Search box above the document list. As you type, the document list will be reduced to only those documents matching the entered criteria in any of the above columns. To remove the search filter, either remove the text in the Search box or select the Reset button.
To view a document, select its Document Name. A new browser tab will open. The viewing of the document will depend upon your browser capabilities and settings for the document file type.
This will depend upon the device (laptop, tablet, smartphone etc.), the application (web browser etc.) that you are using to view the website and the file type of the selected document.
Some devices will automatically download a document before displaying it using a file reader installed on the device. Some web browsers will prompt for a download when the document is selected whilst others will open the document using a built-in file reader. You will need to explore the options of your device and web browser.
Documents that are stored on the Parish Council Google Drive will be displayed using the respective Google Docs, Sheets or Slides application. You may download these documents from the File - Download As menu option of the Google application, where there are a number of download formats available.