5 Creating Content for Retention

Content can be created from the Main menu, from within retention schedules, or existing content can be marked within Oracle WebCenter Content as usable for retention.

For example, if you work with Oracle WebCenter Content to manage content outside of a retention schedule, you can file content into a retention schedule without moving outside of Oracle WebCenter Content. You do this by accessing the content checkin form from the Main menu.

If you work mostly within retention schedules and are within a schedule hierarchy, you can create the content item at your current position in the hierarchy by choosing Check in New Content Item from the Actions menu for the retention object.

For information about checking in physical content, see Chapter 8, "Managing Physical Content."

This chapter describes these topics:

Important:

The fields on the checkin pages are dependent on the profiles used for the checkin as well as options and the rights and roles assigned to a user.

For example, unless a user is assigned a supplemental marking, no markings appear on the list of supplemental markings that can be used at checkin.

5.1 Checking In From the Main Menu

This section describes how to check in content from the Main menu.

If profiles have been created by the administrator, those profiles appear on the New Check In menu. A profile "hides" fields so only those fields essential for checkin are shown. This makes the process faster and less prone to error.

Important:

The fields on the checkin pages are dependent on the profiles used for the checkin and the configuration of the system. See the Records Administrator for details about what triggers are used for profiles and what fields are to be expected on the checkin pages.

Use this procedure to check in new content. Content can be checked into a category or a record folder.

Tip:

Use this method of filing content items when filing items to disparate locations and to navigate to a different location within the retention schedule with each checkin.
  1. Choose New Check In from the Top menu. If profiles are available, several different options may be available. Select the profile or type of checkin to do.

    The applicable page opens.

  2. Enter or choose information pertinent to the item. The following list describes some of the common fields on this screen:

    • Type: File type chosen from a list.

    • Title: Descriptive name for the item. Maximum: 80 characters.

    • Filer: User checking in the item. Administrators can choose a user name from a list.

    • Security Group: Security group associated with the item. Default: RecordsGroup.

    • Primary File: Path and file name of the item. Maximum: 80 characters for file name, 8 characters for extension. Click Browse to select the item.

    • User, Group, Role Access List: if Access Control Lists are enabled, this is used to set permissions for specific users or groups.

    • Alternate File: Path and file name of a web-viewable file or one that can be converted to be web-viewable. The file extension cannot be same as that used in the Primary file. Maximum: 80 characters for the file name, 8 characters for the extension. Click Browse to find and select the item.

    • Content ID: Identifier for the item. Maximum: 30 characters. No special characters can be used. If this field is filled in, the system is automatically configured to assign IDs.

    • Revision: Generated automatically with each iteration of the item. Do not change this value.

    • Comments: Additional notes. Maximum: 255 characters.

    • Date, Format and Audit Information: Date a record is activated or expired in the system, as well as information about the auditing of the item.

    • Security information: Classification information, supplemental marking information, and classification topic information.

    • Subject to Review information: Fields indicating if an item is subject to review, and the reviewers and review period.

    • Correspondence Information: Information pertaining to e-mail.

  3. If an auxiliary metadata set has been created, click that option in the top right corner of the screen. Additional metadata fields appear containing information for the item.

  4. To associate the item with a category or folder, click Browse next to the Category or Folders field at the bottom of the page.

    The Select Category or Folder Dialog opens.

  5. Choose the category or folder in which to file the item. If categories or folders were added to a My Favorites list, they appear on the list and are easily selected.

    The file path is displayed in the text field on the page.

  6. Assign a supplemental marking to the item. A user must be assigned a supplemental marking in order for markings to appear on the list of supplemental markings that can be used at checkin.

  7. (Optional) To create a classified record, see Section 5.4, "Checking In a Classified Item."

  8. Click Life Cycle Preview to view the disposition actions associated with the category selected earlier.

  9. After entering all the appropriate metadata values, click Check In.

    A confirmation page is displayed.

    For more detailed information about checking in content, see the Oracle WebCenter Content User's Guide for Content Server.

5.1.1 Checking in Items Using DIS

If Desktop Integration Suite is installed, new files can be checked in from Microsoft Office by using the Copy and Paste options in the right-click menu. If an item is currently checked out, a user can check it in using the Offline Content Manager or by choosing the Check In option on the right-click menu.

To check in an existing file from Microsoft Office, click File then Save and select the server option in the Save dialog. The content checkin form opens for the last instance used.

If the DoD component is enabled, files may not be able to be checked by copying and pasting or dragging and dropping them into contribution folders. When using DoD features, the Category or Folder field is required. This means an item cannot be checked in if that field is empty. The actions of copying and pasting or dragging and dropping into a contribution folder often doesn't require further user intervention, so often the checkin cannot complete successfully.

Oracle WebCenter Content: Records can be configured by an administrator to enable these types of checkins. See the Oracle WebCenter Content Setup Guide for Records

See the Oracle WebCenter User's Guide for Desktop for more details.

5.2 Checking In From Within Retention Schedules

Use this procedure to create a content item from within a retention schedule by placing it directly into a category (or records folder if it is a record). The proper security privileges are required to access the category or records folder.

Tip:

To save time when filing multiple content items into the same category or folder, check in the content from within the retention schedule this way. It eliminates the need to select the Category or Records Folder ID fields to navigate to the location each time because the checkin form is presented in context to its location as shown in the Retention Schedule locator links. To further expedite the filing process, use the Check In Similar feature.
  1. Click Browse Content then Retention Schedules.

    The Exploring Series Retention Schedules page opens.

  2. Choose a Retention Category for use. From the item's Actions menu, choose Create then the type of content: Record, Folder, New Content Item, or New Physical Item.

    The appropriate checkin page opens.

  3. (Optional) To create a classified item, see Section 5.4, "Checking In a Classified Item."

  4. Click Life Cycle Preview to view the disposition actions associated with the category selected earlier.

  5. After entering all the appropriate metadata values, click Create.

    A confirmation page opens.

  6. If similar content is available to check in, click Check In Similar to pre-populate the form and expedite the process.

5.3 Checking In an External Item

External content is anything defined by an organization as existing outside the repository. It can be a physical item of some sort, such as a paper or microform record or it could be an electronic record stored on another server or by some other system.

Filing external content associates metadata with an item that can be searched, and establishes and tracks a disposition schedule through the category into which the item is filed. A user can also check in or link to an electronic rendition of an external item, so the external item may be edited or updated more easily in the future.

Physical Content Management can be used to track and manage metadata about external physical content.

To check in an external item, complete the following steps:

  1. Choose New Checkin from the Top menu then choose Physical (if checking in a physical item) or Electronic/Physical (if checking in a different type of external item). An item can also be checked in from a retention schedule by searching for a schedule then choosing Create then Check in New Physical Item from the Page menu on the Search Results Page. For an overview of the checkin process, see Section 5.1, "Checking In From the Main Menu" or Section 5.2, "Checking In From Within Retention Schedules."

  2. Fields pertinent to the type of external items (location, object type, media type if it is a physical item, for example) are enabled. Specify the necessary information. When specifying the location of a physical item, select a physical location (such as room or warehouse) or specify a user as the current location (indicating the item has been checked out to that user). To do so, select Set Current Location to a User then select a user from the list.

  3. To associate the item with a retention schedule, click Browse next to the Category or Folders field at the bottom of the page. If checking in from a retention schedule, this information is already included.

    The Select Category or Folder Dialog opens.

  4. Choose the category or folders in which to file the item. The file pathname is shown under the Category or Folders field.

  5. Fill in all required metadata fields, including the Primary File field. If there is no primary electronic file, type any value into the field, such as None or External File Only.

  6. After entering the appropriate metadata values, click Create.

    A confirmation page is displayed.

    Tip:

    If you have an electronic version of an external file, you can specify it as the primary file during the checkin process. This would provide an electronic rendition of the item for indexing of the text in the external file, making it available for searching, and would also make the electronic rendition available for editing of the item at a later date.

5.4 Checking In a Classified Item

Classified items require protection against unauthorized disclosure (for example, because they contain information regarding security or insider information). Unclassified content is not and has never been classified. Declassified items were formerly classified, but the classified status has been lifted.

Classification is an optional security feature certified to comply with the Chapter 4 requirements of the DoD 5015.2 specification. A site administrator can choose whether to enable this functionality and make it available.

Important:

Executive Order 12958: Classified National Security Information describes in detail the system for classifying, safeguarding, and declassifying national security information. If you are using this product to comply with that order, you should be familiar with proper classification protocols.

To check in content from the Main menu, complete the following steps:

  1. Access the content checkin form. For details, see Section 5.1, "Checking In From the Main Menu" or Section 5.2, "Checking In From Within Retention Schedules."

  2. Enter optional information pertinent to the item.

  3. To associate the item with a retention schedule, click Browse next to the Category or Folders field at the bottom of the page.

    The Select Category or Folder Dialog opens.

  4. Choose the category or folders in which to file the item. The file pathname is displayed under the field.

  5. Specify information pertinent to classifications:

    • The agency classifying the content (optional).

    • The person classifying the content. This is mandatory unless the data is derived from a specific topic, in which case it is optional.

    • What the classification is derived from. This is mandatory unless there is a specific "classified by" person identified.

    • The topic derived from unless there is a specific person classifying the item.

    • The classification at the time of record creation. For example, Top Secret, Secret, Confidential, and so forth.

    • The type of classification. For example, military plans, foreign government information, cryptology, and so forth.

    • A declassification exemption category. For example, reveal intelligence source, reveal military plans, and so forth.

    • The event triggering the declassification of the item.

    • A date triggering the declassification of the item.

    • Enable automatic declassification. If this functionality is enabled the Is Auto Declassification Date option appears. Select this option to allow automatic declassification of the item.

    • How the item can be downgraded. Choose date, event, or date and event.

    • An event triggering the downgrading of the item classification. This is mandatory if it was specified how the item can be downgraded.

  6. After entering all the appropriate metadata values, click Check In.

    A confirmation page is displayed.

5.5 Folios and Cloned Content

Automatic cloning occurs when working with folios that are filed into restricted categories. A default rule in the Records system is followed that states all folios must be editable, revisionable, and deletable. If a folio is filed into a category that restricts any of these actions, it is cloned when a new revision is checked in.

If a folio is frozen, a clone is created because freezing restricts deletions and edits. If folio content is filed into a category that restricts edits, deletions, or revisions, it is cloned.

You can also manually create a copy of a specific revision of a content item by cloning the item. Unlike a simple copy of a content item, a fixed cloned copy is linked to the original version. A newly cloned copy can also replace (supersede) any previous cloned versions. The functionality to manually create a fixed clone is only available if the RmaEnableFixedClones configuration variable has been set to TRUE.

When creating a fixed clone, specify which category or folder will hold the item. The clone name is created with the title of the current revision with a suffix appended. Administrators can change the value of the suffix by changing a configuration variable. See the Oracle WebCenter Content Setup Guide for Records for details.

Cloning rules can be customized to override record restrictions. This process is not discussed in this documentation. See Consulting Services for more details.

The fixed clone appears in the original content item's Revision History Section with the Fixed Clone Icon designating its status. It also appears in a separate section in the Exploring Page for the category or folder where the item was stored. If the clone has been frozen, the Frozen Fixed Clone Icon is displayed. Click either icon to view the Content Information Page for that clone.

A new metadata field, Working Copy, is added to the Information Page of the fixed clone. The name of the original content item or folio appears next to this field with a link to that item.

If a user has permissions to freeze an item (assigned to the Records Administrator role by default) the user can freeze fixed clones and freeze the revision associated with the fixed clone. Freezing is done by searching for the folio then selecting a Freeze option from the Table menu on the Search Results Page. See the Oracle WebCenter Content Setup Guide for Records for details.

5.5.1 Creating a Fixed Clone

Follow this procedure to create a fixed clone. Note that this menu option is only available when a content item matches the criteria for cloning:

  1. Use searching or screening to find the content item to clone.

  2. Click the Info icon for the item.

    The Content Information Page opens.

  3. Select the revision to clone by clicking the revision number in the Revision History Section on the Content Information Page.

  4. Choose Content Actions then Create Fixed Clone from the Page menu to create a fixed clone of the revision. Choose to supersede previous clones with this version by selecting the appropriate box. A prompt appears for the clone name and the location for storage (folder or category). Enter the name of the category or click Browse to choose an item from the Select Category or Folder Dialog.

  5. Click OK when done. The Content Information Page opens with the fixed clone icon in the Revision History Section indicating the action taken.

5.5.2 Adding a Folio to a Restricted Revision Category

Follow this procedure to create a folio that is cloned for use in a restricted revision category:

  1. Choose Content Management then New Folio from the Main menu.

  2. Choose the type of folio to create and choose Load Folio.

  3. Click the plus icon to add a folio. Click Next. Select items from the search results for inclusion and click Next.

  4. The proposed folio opens. Choose Actions then Save Folio from the Page menu.

  5. A dialog opens. Click Next. Choose a title for the folio and a security group for the folio.

  6. In the Category or Folders field, choose a category that restricts revisions.

  7. Click OK and check in the folio.

  8. Browse to the category with restricted revisions.

  9. Note that the folio and a folio clone are listed.

5.6 Checking In E-Mail for Retention

You can check in e-mail messages as content with the Oracle Outlook Integration functionality in Desktop Integration Suite. For complete details about checking in e-mail, see Oracle WebCenter User's Guide for Desktop.

Important:

Checking in batch e-mail removes the mail from an inbox. Checking in an individual e-mail leaves the mail in an inbox.

This section describes these topics:

5.6.1 Using DIS to Check In an Individual E-Mail

Use this procedure to check in an individual e-mail as an individual retained item.

Important:

Checking in an individual e-mail leaves the mail in an Inbox. The e-mail must be manually deleted to remove it from a mailbox.

To check in an e-mail message, complete the following steps:

  1. Open Microsoft Outlook or Lotus Notes e-mail client.

  2. Select the messages to check in.

  3. Click the Check in Mail Item button on the Outlook toolbar or select the Actions and Check In Mail Item options on the Notes toolbar.

  4. In the Server list, select the server into which to store e-mail content.

  5. Click Yes. The Content Check In Form opens.

  6. If the Correspondence area of the page is hidden, click Show to display the correspondence fields. Select Is Correspondence. The e-mail fields are shown, some of which are pre-populated:

    1. Addressee(s)

    2. Other Addressees)

    3. Email Subject

    4. Email To Lists

  7. Click Check In.

5.6.2 Checking In Correspondence From a Non-Outlook E-Mail Client

Use this procedure to check in correspondence as a retained item when not using Outlook Integration.

To check in e-mail from a client other than the Outlook Integration:

  1. Open the e-mail client and save the e-mail messages in a text format or HTML.

  2. Click New Check In.

    The Content Check In Form opens.

  3. Check in the content, making sure to select Is Correspondence.

  4. Be sure to complete the Correspondence fields, as they are not pre-populated.