This section discusses the creation and management of physical items using Physical Content Management.
It covers the following topics:
Physical content metadata (including storage information and retention schedules, if any) can be stored in the repository. When checking in a physical content item, provide its basic metadata information and where the item is stored by selecting a location in the defined storage space. If a user has the appropriate privileges, the user can also assign a retention schedule to the item, which determines the item's life cycle.
A physical barcode on the item can be associated with an electronic bar code stored in Physical Content Management. This allows a user to track and manage physical items in an electronic fashion.
This section discusses the tasks involved in managing physical items:
When creating a new physical item, check in its metadata, storage information, and retention schedule in the repository. This information is subsequently used to track the physical item and manage its life cycle.
A physical item can be created by simply checking in the item as a physical item. Other methods can also be used to create a physical item:
Permissions:
The PCM.Physical.Create right is required and the Record.Create right is needed in Oracle URM to perform this task. The PCM.Physical.Create right is assigned by default to the PCM Requestor and PCM Administrator roles. The Record.Create right is assigned by default to the predefined Records Privileged and Records Administrator roles.Use this procedure to create a new physical item as a record using the Exploring Storage Page.
Click Physical then Storage from the Top menu.
The Exploring Storage Page is displayed.
Click Create Physical Item on the Action menu for the location where the item will be stored.
The Create or Edit Physical Item Page is displayed.
Provide the information for the new physical item as required, including it storage and record-related information.
Click Create to submit the information about the new physical item to the repository.
The Physical Item Information Page for the new physical item is displayed.
Permissions:
The PCM.Physical.Create right and the Record.Create right is required in Oracle URM to perform this task. The PCM.Physical.Create right is assigned by default to the PCM Requestor and PCM Administrator roles. The Record.Create right is assigned by default to the predefined Records Privileged and Records Administrator roles.Use this procedure to create a new physical item as a record within the retention schedules hierarchy in Oracle URM. This is done by placing the item directly into a retention category or records folder.
Click Browse Content then Retention Schedules.
Navigate to the records retention category or records folder in the hierarchy where the physical item will be added.
Click Create then click Check In New Physical Item from the Action menu of the location where the item will be stored.
The Create or Edit Physical Item Page is displayed with the full retention schedule path to the current retention category at the top of the page.
Provide the information for the new physical item as required.
The page does not contain the Life Cycle field because the physical item is automatically assigned the retention and disposition rules of the current (or inherited) retention category.
Click Create to submit the information about the physical item to the repository.
The Physical Item Information Page for the new physical item is displayed with the Is Record field set to "Yes."
Permissions:
The PCM.Physical.Create right is required to perform this task. This right is assigned by default to the PCM Requestor and PCM Administrator roles.Use this procedure to create a new physical item within an existing physical item. This may be useful in situations to create a "container" physical item (for example, of object type "Box") and add several "content" physical items within it (for example, of object type "Folder").
Click Physical then Storage from the Top menu.
The Exploring Storage Page is displayed.
Click Create Physical Item Within on the Action menu for the location where the item will be stored.
The Create or Edit Physical Item Page is displayed.
Provide the information for the new physical item as required, including it storage and record-related information.
Click Create to submit the information about the new physical item to the repository.
The Physical Item Information Page for the new physical item is displayed.
Permissions:
The PCM.Physical.Edit right is required to perform this task. This right is assigned by default to the PCM Requestor and PCM Administrator roles.Use this procedure to edit the properties of an existing physical item.
Search for the physical item.
On the search results page, click Edit then click Edit External Item in the item's Action menu.
The Create or Edit Physical Item Page is displayed.
Modify the physical item properties and click Submit Update when finished.
The item's information page is displayed with the updated properties.
Permissions:
The PCM.Physical.Move right is required to perform this task. This right is assigned by default to the PCM Requestor and PCM Administrator roles.Use this procedure to move an existing physical item from one location in the storage space hierarchy to another.
Search for the physical item.
On the search results page, click Edit then Edit External Item in its Action menu.
The Create or Edit Physical Item Page is displayed.
Modify the Current Location and/or Permanent Location fields as required, and click Submit Update when finished.
The item's information page is displayed again with the updated location(s).
Use this procedure to add one or more physical items to a content basket. The content basket serves as a personal storage space for users where they can temporarily store multiple items for later processing. For example, if users want to reserve physical items for check-out, they search for all items they want to reserve, and add each of them to their content basket. After adding all items, they can open their content basket and make a reservation request for the items in the basket.
Important:
The content basket must be defined prior to use and a content basket should be designated as the active basket.After an item is added to a content basket, a user can access the content basket from the My Content Server menu.
Search for the physical item(s) to be added.
On the search results page, select the box of each item to add to the basket.
Click Actions then Add to Active Content Basket in the Table menu.
The Content Basket Page is displayed listing all items currently in the content basket.
Permissions:
The PCM.Reservation.Readright is required to perform this task. This right is assigned by default to the PCM Requestor and PCM Administrator roles.Use this procedure to view all outstanding reservation requests for a physical item.
Click Physical then Storage from the Top menu.
Navigate to the item to use. Click Information then View Reservations in the item's Action menu.
The Reservation Search Results Page is displayed listing all outstanding reservation request for the current physical item.
Use this procedure to mark a physical item as reviewed after receiving a notification the item was due for review (as part of a disposition instruction):
Search for the physical item to mark as reviewed or select it from the review list by clicking Records then Approvals then Pending Reviews.
On the search results page, choose the Mark Reviewed option in the item's Action menu. Multiple items can be marked as reviewed by clicking the checkbox next to the item then clicking Set Dates then Mark Reviewed.
Enter a reason for the action or leave the text box empty, and click OK. Click Cancel to abort the entire action.
View the review history of an item by choosing Information then clicking Recent Reviews in the Page menu on that item's information page.