ASCOT sealASCOT RecordsHub
Records Management Unit

ASCOT RecordsHub

A Web-Based Records Management and Document Tracking System

Choose your role Log In
New here? Learn RecordsHub in five minutes

Pick your role

Your menu looks a little different depending on who you are. Choose the one that fits you.

  1. Log in

    Use the email and password given to you by the Administrator. If you forget your password, choose Forgot Password and type your email. A 6-digit code is sent to it.

    Log In Email and password

  2. Create a new document

    Give it a clear title, pick the category, choose the office it is for, then attach your file. You can choose several files at once; they are combined into one PDF in the order you set.

    Documents New Document

  3. Save and note your tracking number

    After you save, the document gets a tracking number such as RU-2026-10-009. Its status starts as Awaiting Stamp, or For Approval if the category needs approvers first. Typed something and the power went out? The form offers to restore your draft.

  4. Follow where it is

    Open the document to see Currently with, who has it and since when. The bell tells you when something changes. Click View Tracking History for the full trail.

    Documents Click the document Tracking History

  5. Need a copy of a document?

    Use Request a copy for documents of other offices, or Request Certified True Copy on a stamped document. Watch your requests under My requests.

    Documents Request a copy / My requests

  1. Open the For Approval page

    Documents waiting for you appear here, with a red number in the menu. A document stays hidden until it is your turn; you will not see it earlier.

    For Approval

  2. Read the document

    Press View to open the file and check the details: title, category, sender and the file itself.

  3. Approve or decline

    Approve passes it to the next approver. Decline needs a short reason, and sends it back to the sender, who can fix it and send it again.

  4. That is all

    When every approver has agreed, the sending office forwards the document to Records for stamping. You can still see what happened in its history.

  1. Receive and stamp

    New submissions wait in the review queue. Press Receive & Stamp. The stamp carries the date, the time and your name, filled in by the system. For a hard copy, scan it and attach the scan here; several scans become one PDF.

    Approvals Receive & Stamp

  2. Forward or release

    Forward sends it to one office. Release is the final step to one or more offices. The system asks you to confirm first, and says plainly that a release cannot be taken back.

    Documents Row menu Forward / Release

  3. Answer access requests

    Offices ask to view, download, print or get a certified copy. Approve or decline. For a Certified True Copy, tick that you checked the original before approving.

    Access Requests Pending

  4. Keep the records tidy

    Close the school year in Archives, restore files when someone needs them, and check the Monitoring Record and Retrieval Log. The Administrator manages backups in Settings.

    Archives · Monitoring Record · Retrieval Log

What RecordsHub does for you

The same job the logbook did, only faster and with nothing left to chance.

1

Always know where it is

Every document has a tracking number, and every move is written down: who had it, and since when.

2

Approvals in the right order

Approvers act one after another. The next person sees it only when it is their turn.

ASCOT seal Get started
3

Files that stay protected

Other offices open a document in view-only mode. Confidential files are encrypted, and every opening is recorded.

4

Copies you can prove

A Certified True Copy carries a QR code. Anyone can scan it to confirm the copy is real.

The journey of one document

Every document follows the same road, and every stop is recorded, so nothing gets lost and you always know who has it.

Submit

Your office

Upload the file and fill in a few details. You get a tracking number right away.

Approve

Approvers

If the category needs it, approvers act one after the other. Only when all agree does it move on.

Receive & stamp

Records Unit

Records receives it and stamps the date, time and name on the document.

Forward or release

Records Unit

The document goes to the office that needs it, and that office is notified.

Done

Everyone

The document is completed and later archived. The full history stays on record.

Not every document needs approval. Information-only documents skip the second stop and go straight to Records. The system tells you what applies when you pick a category.

Answers to the things people ask first

Open any topic. Each one takes less than a minute to read.

Submit a document with several files
  1. Open Documents and press New Document.
  2. Fill in the title, category and the office the document is for.
  3. Under Attach Document File, choose your files, or drag them in. Add more any time.
  4. Use the arrows to put them in order, or the bin to remove one. They become one PDF in that order.
  5. Press Save Document.
PDF, Word (DOCX, DOC), JPG and PNG are accepted, up to 25 MB in total. Word files are converted to PDF first, which can take a few seconds each. A protected or damaged PDF cannot be combined.
Find out where my document is

Click the document in Documents. The Currently with card shows the office holding it and since when. View Tracking History lists every step. The bell at the top tells you about changes, and new items are highlighted until you open them.

Awaiting StampSubmitted, waiting for Records.
ReceivedRecords stamped it.
ForwardedSent to an office.
ReleasedFinal release to offices.
CompletedNothing more to do.
ReturnedDeclined or sent back, with a reason.
ArchivedFinished and stored.
Ask for a copy of another office’s document
  1. Press Request a copy and look the document up by its tracking number or title.
  2. Say what you need (view, download or print) and why.
  3. The office that owns it agrees first, then the Records Unit decides.
  4. Follow it in My requests. When approved, you have 24 hours, and a download works once.
Documents of other offices open in view-only mode with a watermark. Each opening is recorded.
Get a Certified True Copy and check it with the QR code
  1. Open a stamped document and press Request Certified True Copy. Say how many copies and why.
  2. Records checks the original and approves.
  3. In My requests, press Download certified copy. You can download it one time, so save or print it right away.
  4. Anyone can scan the QR code on any page with a phone camera. A green Valid Certified True Copy page shows the document, the tracking number and the date issued.
Always compare the page on your phone with the paper in your hand. If the title or number of pages is different, do not accept the copy.
Sent to the wrong office?

Open the row menu of the document in Documents.

  • Recall: you sent it, and the other office has not acted on it yet. Give a short reason.
  • Wrong office? Return: you received something that is not for you. Give a reason, and it goes back to the sender.
Nothing is erased. The wrong forward and your reason stay in the tracking history. After a document is released, it cannot be recalled.
Forgot your password?
  1. On the login page, choose Forgot Password.
  2. Type your email address, or your recovery email. A 6-digit code is sent to the address you typed.
  3. Enter the code, then set a new password. The page shows each rule turning green as you meet it: at least 8 characters, one capital letter, one small letter and one number.
Set a recovery email now, in Settings, so you can always get back in. If you cannot reach any email, ask the Administrator to reset your password.
Confidential documents

Tick Mark as Confidential Document when you create it. The file is encrypted, and every time it is forwarded or released you must confirm the recipient is authorized. The office that created it is told whenever someone opens it. If it reaches the wrong person, use Report an incident in the row menu so the Records Unit can act.

A few rules that save you time

File size

25 MB

in total for one upload. PDF, Word, JPG and PNG. Scan at about 200 dpi to stay well under it.

Hard copies

Offices submit electronically. If you only have paper, bring it to the Records Unit. They scan it and encode it for you.

Notifications

The bell shows what needs you: new documents, approvals, decisions on your requests and replies. Click one to jump straight to it.

Nothing is deleted

Finished documents are archived, not erased. Old files can be restored when they are needed again.

Records Unit hours

For hard copies brought to the Records Office, per Memorandum Order No. 2025-91.
Morning
Receiving8:00 – 10:00 AM
Dissemination10:00 AM – 12:00 PM
Afternoon
Receiving1:00 – 3:00 PM
Dissemination3:00 – 5:00 PM

Still wondering?

Who gives me an account?
The Administrator creates it for you and gives you a starting password. Change it in Settings after your first login.
Can I edit a document after I save it?
Yes, while it still says Awaiting Stamp. After Records stamps it, only the Records Unit can change its details.
My document was declined. What now?
Open it, read the reason, fix the problem, and use Revise & Resubmit. Approvers start again from the first one.
Why can I only view a document?
It belongs to another office, so it opens in view-only mode with a watermark. Use Request access if you also need to download or print it.
Does it work on my phone?
Yes. Open the same address in your phone browser. Scanning the QR code of a certified copy only needs your camera.
Who do I ask for help?
Visit the Records Unit, or open the Help Center after you log in. Tell them the tracking number so they can find your document quickly.