This chapter discusses the tasks associated with the general administrative maintenance and processing of content. It covers the following topics:
For information about creating and finding information, see the Oracle Fusion Middleware User's Guide for Universal Records Management. Screen depictions and complete interface details are also in that guide.
Maintaining and processing content involves tasks such as moving them, initiating a freeze, or handling events such as canceling, expiring. Items can also be rescinded items or marked as obsolete.
Options for maintaining and processing content are accessible from the Page menu on the content information page of an item. The available actions vary depending on what type of content is being used.
The following tasks are involved in managing content:
For details about creating content, searching for content, and using the Content Basket, see the Oracle Fusion Middleware User's Guide for Universal Records Management.
Permissions:
The Record.Read right is required to perform these actions. All predefined management roles (Records Administrator, Records Officer, and Records User) have this right.Viewing information can be done in several ways depending on the location in the product hierarchy. First locate the item by browsing, searching, or screening. Then perform one of the following actions:
On the search or screening results page, select the option (Life Cycle, Recent Reviews, and so on) from the item's Actions menu.
On the search or screening results page, click the Info icon of the item.
The Content Information Page is displayed. On the Page menu, select Information then the option needed (Life Cycle, Metadata History, and so on).
Use the previously described procedure to access the Information menu or page for a content item. When Life Cycle is selected, the Life Cycle Page is displayed.
The page shows the complete life cycle of the item according to its scheduled disposition, including the calculated dates of each disposition action. If a separate notification reviewer has been assigned for the item, the person's user name is displayed. In addition, the retention category identifier from which the record folder inherits the instruction is given for each disposition action because content can be filed into multiple folders.
Use the previously described procedure to access the Information menu or page for a content item.
Click Information then Recent Reviews from the Page menu. The Review History for Item Page is displayed. The page shows a list of the last three reviews of the item. See "Reviewing Items") for details. It also shows the date and time of review.
On the Recent Review Page, click View Complete History from the Page menu to see the entire review history of an item
Use the previously described procedure to access the Information menu or page for an item. When Metadata History is selected, the Metadata History Page is displayed.
The page shows an overview of all changes made to the editable properties of the item and the affected metadata field name, the modification date and time, and the old and new values.
Important:
You can view the metadata history for content items checked into the Retention Schedule. You cannot view metadata history for content not checked into the Retention Schedule.Use the previously described procedure to access the Information menu or page for an item. When Classified Metadata History is selected, the Classified Metadata History Page is displayed.
This page shows a list of all changes made to the security classification of the item.
Use the previously described procedure to access the Information menu or page for a content item. If the item is frozen, the Is Frozen field value is 'Yes' and a Details hyperlink is displayed next to the field value. Click the Details hyperlink. The Freeze Details Page is displayed.
This page shows all freezes currently applied to the item. If the item inherited its freeze status from its parent record folder, the folder's name is shown in the Inherited From column for the inherited freeze. Click the Info icon for a freeze in the list to display the content information page of the item.
To save the information on this page to a file (in the report format specified on the Configure Retention Settings Page), choose the Save Freeze Details option from the Page Create menu.
Managing content information can be done in several ways depending on the location in the product hierarchy. First locate the item by browsing, searching, or screening. Then perform one of the following actions:
On the search or screening results page, select a Table menu then the option.
On the search or screening results page, click the Info icon of the item.
The Content Information Page is displayed. On the Page menu, select Edit, Delete, or Set Dates then the needed option.
Actions can be performed on multiple items by clicking the selection box next to the item and choosing an option from the Table menu.
Permissions:
The Record.DeleteHistoryFile right is required to perform this action. This right is assigned by default to the Records Administrator role.Use the previously described procedure to find an item and delete its metadata history. When Delete Metadata History is selected from a menu, a message prompts for confirmation. Click OK to confirm the action or Cancel to cancel it.
Freezing inhibits disposition processing for an item. Content in a frozen folder inherits the freeze status from the parent folder, but it can also be frozen independently of the folder (usually with a different freeze).
In addition to content filed within a retention schedule, content not in a retention schedule can be frozen and therefore associated with a retention schedule.
More than one freeze can be applied to an item. View the Freeze Details Page (see "Viewing an Item's Freeze Details") for the item to see a list of all freezes currently applied to it.
Unfreezing an item releases the item again for disposition processing. When a content item is frozen, all revisions of that content item are frozen. The revision is frozen directly and the other revisions inherit the freeze.
Permissions:
The Record.Freeze/Unfreeze right to perform these actions. This right is assigned by default to the Records Administrator role.Use the previously described procedure to find an item to freeze.
Click Freeze or Unfreeze on the appropriate menu. A dialog is displayed.
In the Freeze Name list, select the freeze to be applied or canceled if unfreezing. If freezes were added to a My Favorites list, this freeze list contains those freeze names. Otherwise the list contains all defined freezes.
Enter a reason for the action (optional).
Click OK to confirm the action. Click Cancel to abort the entire action.
If the action is confirmed, the Retention Schedule Information area of the content information page displays "Is Frozen: Yes" and a Details hyperlink, which links to the detail page for the item. If the item was unfrozen, "Is Frozen: No" is displayed.
Important:
After a content item is frozen, you cannot edit its freeze reason. If the freeze is no longer correct, you should unfreeze the item and freeze it with a new reason.When an item is canceled, rescinded, or expired, its status becomes obsolete.
Content can be expired as part of a disposition action or as needed. When an item expires, its status becomes obsolete.
Permissions:
The Record.Edit right is required to perform these actions. This right is assigned by default to the Records Officer and Records Administrator roles.Use the previously described procedure to find an item to use. Select Cancel, Rescind, or Expire from the Set Dates menu.
A prompt appears for a reason for the action. Enter a reason and click OK to confirm or leave the text box empty. Click Cancel to abort the entire action.
If confirmed, the Retention Schedule Information area of the content information page displays the date the item was canceled, rescinded, or expired, and also displays a corresponding obsolete date.
This action can be undone by choosing Clear Dates in the Actions list of the item's content information page. This clears a cancel, rescind, expire, or obsolete action.
Content items can be made obsolete as part of a disposition action or through an ad hoc action.
This procedure makes an item obsolete for any reason other than expiration, cancellation, or rescinding.
Permissions:
The Record.Edit right is required to perform these actions. This right is assigned by default to the Records Officer and Records Administrator roles.Use the previously described procedure to find an item to use. Select Obsolete to mark the item as obsolete or Clear Dates from the Set Dates menu to undo an obsolete action.
A prompt appears for a reason for the action. Enter a reason or leave the text box empty. Click OK when done. Click Cancel to abort the entire action.
If confirmed, the Retention Schedule Information area of the content information page displays the date the item was made obsolete.
Use this procedure to mark an item as reviewed, either after receiving a review notification (as part of a disposition instruction) or as an ad hoc review.
Permissions:
The Record.Edit right and the RecordEditReview review are required to perform this action. The Record.Edit right is assigned by default to the Records Officer and Records Administrator role. The Record.EditReview right is assigned by default to all defined roles.Use the previously described procedure to search for content items. Select Mark Reviewed from the Set Dates menu. A prompt appears to enter a reason for the action. Enter a reason and click OK to confirm. Click Cancel to abort the entire action. If confirmed, the Retention Schedule Information area of the content information page displays the date the item was reviewed.
To find items awaiting review click Records then Approvals from the Top menu. Click Pending Reviews.
If you have administrative permissions, you can click List All on the Table menu on the page. This shows all items awaiting review and the person assigned to do those reviews. Click List Mine to show only those items awaiting the logged-in user's approval.
Managing classified information is done by using the Page menu at the top of the Content Information Page for the specific item. You must have the appropriate clearance to assign a security classification to an item. See the Oracle Fusion Middleware Setup Guide for Universal Records Management for more details.
On the search or screening results page, select Content Information from the item's Actions menu.
On the search or screening results page, click the Info icon of the item.
The Content Information Page is displayed. On the Page top menu, select Information then the option needed.
If category authors must review the classification of an item with a higher security classification level than they have, they cannot perform that action. A records manager or system administrator with the appropriate classification level must to do it for them.
Permissions:
The Record.Edit right is required to perform this action. This right is assigned by default to the Records Officer and Records Administrator roles.Use the previously described procedure to find an item to use. Select Information then select Review Classification from the Page menu. The Review Classification Page is displayed. Review the information and provide the following information in the marked fields:
The date and time of the classification review
The person (or other entity) who performed the classification review
When done, click Submit Update.
Upgrading the classification of an item is rare. It is typically an ad-hoc action and not part of a retention instruction.
Note the following considerations:
You cannot downgrade content that had the Restricted Data or Formerly Restricted Data supplemental markings assigned. The Downgrade On field is disabled for content with a restricted supplemental marking history.
If category authors must upgrade or downgrade the classification of an item with a higher security classification level than they have, they cannot perform that action. A records manager or system administrator with the appropriate classification level must do it for them.
If a date was specified for the "Downgrade on date" metadata field for a classified item (upon check-in or later), a notification is sent on the due date with a reminder to downgrade the item.
Permissions:
The Record.Upgrade/Downgrade right is required to perform this action. None of the predefined roles have this right by default. You must assign that right to a user first.Use the previously described procedure to find an item to use. Select Edit then select Upgrade Classification or Downgrade from the Page menu.
The Upgrade or Downgrade Classification Page is displayed. This page is similar to the Review Classification Page with the addition of fields where the classification can be changed.
Provide the following required information in the marked fields:
The date and time of the classification change
The person (or other entity) who changed the classification
The new classification level
The reason for the classification change
When done, click Submit Update.
Important:
You cannot declassify content that had the Restricted Data or Formerly Restricted Data supplemental markings assigned. The Downgrade On field is disabled for content with a restricted supplemental marking history.Use this procedure to completely declassify an item, either after receiving a review notification (as part of a disposition instruction) or ad hoc. If an item is exempt from declassification, an exemption reason must be entered.
After content has been declassified, access to the content is unrestricted and in the absence of any other security restrictions, any user can view it.
If category authors must declassify content with a higher security classification level than they have, they cannot perform that action. A records manager or system administrator with the appropriate classification level must do it for them.
Permissions:
The Record.Edit right is required to perform this action. This right is assigned by default to the Records Officer and Records Administrator roles.Use the previously described procedure to find an item to use. Select Edit then Declassify from the Page menu.
The Declassify Page is displayed. It is similar to the Review Classification Page with the addition of fields to specify the declassification.
Provide the following required information in the marked fields:
The date and time of the declassification
The person (or other entity) who declassified the item
The reason for the declassification
When done, click Submit Update.
After undoing a cutoff, the item is no longer cut off. Display the Content Information Page for the item. Select Set Dates then Undo Cutoff from the Page menu.
Permissions:
The Record.UndoCutoff right is required to perform this action. This right is assigned by default to the predefined Records Administrator role.Actions involving individual content items are usually done on the Content Information Page using the Content Actions Page menu. Select Update from that menu to access the menu choices discussed here. A frozen content item cannot be moved, deleted, or changed.
Permissions:
The Record.Edit right is required to perform this action. This right is assigned by default to the Records Officer and Records Administrator roles.Select Content Actions then Update on the item's Content Information Page.
The Info Update form is displayed.
Click the Browse button following the Category or Folders field label.
The Select Category or Folders screen is displayed.
Click Clear to remove the current location.
Click the plus sign (+) or the icon to expand the retention schedule. Navigate to the retention category or record folder where the item will be moved. Click the category or folder to select it. The locator links display the hierarchical path of the category or folder in the retention schedule.
Click OK. The Select Category or Folders screen closes.
On the content information page, click Submit Update.
The content information page displays the folder or category ID of the new location.
Use this procedure to delete content immediately outside of its disposition schedule. Metadata is not preserved. A frozen item cannot be deleted.
Permissions:
The Record.Delete right is required to perform this action. This right is assigned by default to the Records Administrator role. Delete permission (D) for the item's security group is also required (unless Folders is installed).Display the item's Content Information Page.
In the Revision History area, click Delete. A prompt appears to confirm the permanent delete action.
A message is displayed stating the item was deleted successfully.
Use this procedure to assign a disposition schedule to an existing content item.
Select Content Actions then Update on the item's Content Information Page.
The Info Update form is displayed.
Select the desired object. In the Life Cycle list, select the retention category whose disposition instructions should be assigned to the item.
Click Submit Update.
The content item is now processed in accordance with the disposition instructions associated with the selected retention category.