1) The document provides instructions for searching for, viewing, modifying, and inserting documents into the OCULUS database. It describes how to perform searches by profile, search fields, and search operators. 2) It explains how to view search results, sort columns, and perform operations like view, modify, and purge on search results. Instructions are provided for inserting new documents, including selecting files and filling out required fields. 3) Users are advised to double check information before finalizing inserts or modifications to avoid errors. Contact information and additional resources are listed for access, training, and technical support.

1. OGC OCULUS
Searching and inserting

2. OCULUS Login
• Use any web browser to visit “Certain links and parts of images have
been redacted”
• Enter credentials and click Login
• Required credentials may vary based on case status. Speak to your
supervisor about using backfile or your own Login ID

3. Performing a Search
1. Select the search button in the menu at the top of
the screen
2. In the box on the upper left hand side titled Catalog,
Select OGC –Office of General Counsel
3. Search by- Profile
4. OGC has four main profiles you may or may not
have access to. ALDOCS, FEDS, ROCS, RULES
You can highlight individual profiles by clicking them or
holding ctrl and clicking multiple profiles to search in
all four simultaneously.
You can search by the creator, date created, OGC
Number, Document Date, Category, Title, or a
combination of these options. For the most part you’ll
be searching by OGC number. Remember when
searching by OGC number to leave out the dash.
5. When ready click the search button

4. Search results
• Searching by OGC number returns the page displayed
in the image to the right. Results per page can be
adjusted from 5-55 by selecting the desired number in
the drop down tab and clicking refresh at the top of
the page.
• Documents can be sorted by type, name, date, title,
and date inserted by clicking the blue text at the top
of a column. Because this page is so wide you may
need to use the navigation bar at the bottom to slide
over and view columns shown in the bottom image.
• In the example given, documents are sorted from
newest to oldest by date. Clicking Document Date
again will reverse the order from oldest to newest.
This is the same with each column.

5. Operations
The Operations drop down tab at the
top of the page provides many
options. The three main operations
we use are VIEW, MODIFY, and
PURGE.
To perform one of these operations
first select the desired document by
checking the bubble to the far left.
Then select the desired operation and
click the arrow below operations.

6. View Operation
Selecting View will open the prompt shown at the bottom of
the image. You can select Open to view a temporary copy or
save a copy to your PC.

7. Modify Operation
• This operation is often used to fix documents that have been inserted under the wrong
OGC number, date, category, or have typos in the title.
• Selecting the modify operation brings you to figure 1 where you will be presented with
the information a document is indexed under. Selecting the edit button in the bottom left
will bring you to figure 2.
• Many of these categories self-populate when the OGC number is modified.
• Once you have corrected the index select the commit button
Fig 1: Initial Modify View Fig 2: Editing modify view

8. Purge Operation
• The Purge operation should be used very cautiously. Talk to your supervisor about
accessing this feature and check with others before using. This deletes the master
copy and should only be used for purging duplicates or files that don’t belong in
OCULUS at all.
• Pro tip: it never hurts to save a copy to your PC before you delete. If a document
is deleted in error it’s likely it can be recovered later from your recycle bin on your
PC. Purging also requires you to enter your reason for deleting a document and
confirm twice.

9. Can’t find a document?
If you can’t find a document but it was marked as scanned then
there’s a chance during the insert process a typo was made, or it
might have been indexed differently than expected. Try different
combinations. The title alone can be too specific. Start with just
the OGC number and sort by date. Maybe it was put under the
wrong OGC number. In this case you might try searching by
document date and looking for documents with a similar title or
documents of the same “Document Type.”
Try searching by what you know is correct.
If you are doing quality control then chances are the document
you are searching for has an indexing sheet which indicates who
scanned it and the date they scanned it. These are tracked
automatically and less subject to error. Try clearing all options
and searching under all four profiles by “Creator” and “Date
created” at the top of the search page. If this still doesn’t return
the missing document then it may need to be re-scanned.

10. Before Inserting
• Documents not already in OCULUS may need to be inserted if
they belong to an active case or have not yet met retention.
• Before you can insert a document it needs to be indexed. If you
are trained on indexing you can do this as you go. If not then a
form like the one on the right will be provided, and all the
required information will be highlighted and written on this
form.
• Documents for inserting may also be received via e-mail. The
person forwarding these documents may include the
information you need in the body of an email. If not please
consult someone who is trained to index or see our indexing
training document.

11. Inserting
To start inserting use the menu at the
top. First select Actions and then click
Insert

12. Inserting page
• Inserting is a lot like a reverse search. You
select the OGC catalog and profile you’ll be
inserting under on the left hand side. Each
profile will require slightly different
information. There are three things that are
required by all and have a red star next to
them. These required fields are OGC
NUMBER, OGC CATEGORY, and DOCUMENT
TYPE.
• Each profile may require different
information. The RULES profile also requires
a rule number and rule title. While FEDS and
ALDOCS requires a document date, the rules
profile doesn’t. ROCS also has a unique
required field titled staff contact.
• Character Limits: Keep in mind all titles are
limited to 100 characters and Rule titles are
limited to 50 characters.

13. • A document can be selected before or after
filling out all the necessary fields by clicking
“Select File” at the top and using the file
explorer to find and open the needed file.
This file can be a word document, PDF, or
even an E-mail.
• Once you have filled out all the information
take a moment to check your work. This
form will remain filled out with information
from your most recent insert so it’s
important to make sure you have updated
each required field with new information.
• When you are sure all the necessary
information has been added click the next
button.
Uploading the file

14. PAUSE!
Once you click next you will be brought to this page. It is important to pause here and take a moment check for errors.
This can save you from having to do a lot of modifications later. Once you select the insert button, the document will
be added to OCULUS and you will be redirected back to the insert page.

15. Other resources
• For more resources on indexing and inserting check the training
folder at redacted
• To gain access to OCULUS or specific profiles mentioned, speak with
your supervisor.
• If you encounter problems with Oculus such as pages not loading
please email the service desk at redacted