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Contents
Title and Copyright Information
Preface
Audience
Documentation Accessibility
Related Documents
Conventions
1
Introduction
1.1
About This Guide
1.2
About This Product
1.3
What's New
1.3.1
Conceptual Changes in this Product
1.3.2
Documentation Changes in this Product
1.4
Using Help
1.4.1
Tooltips
1.4.2
Quick Help
2
Introduction to Records and Retention Management
2.1
Management of Retained Items
2.1.1
Needs for Retention
2.1.1.1
Regulatory Needs
2.1.1.2
Litigation Needs
2.1.1.3
Business Needs
2.1.2
What Do I Retain?
2.1.2.1
Content Retention Qualities
2.1.2.2
Importance of Content
2.1.2.3
Retention
2.1.2.4
Disposal
2.1.3
Lifecycle for Retained Content
2.1.4
Types of Retained Content
2.1.4.1
Internal and External Retained Content
2.1.4.2
Classified, Unclassified, Declassified Content
2.1.4.3
Non-Permanent, Transfer or Accession, and Reviewed Content
2.2
Basic Retention Management Concepts
2.3
Physical Content Management
2.4
Interaction with Content Server
2.5
Basic Retention Processes
3
Interface Overview
3.1
Main Menus, Table Menus, Page Menus, Action Menus
3.1.1
Interaction with Desktop Integration Suite
3.2
Dashboards
3.2.1
Using Dashboards
3.2.2
Editing a Default Dashboard
3.2.3
Creating or Editing a Personal Dashboard
3.3
My Favorites
3.4
Icons
3.4.1
Retention Schedule Objects
3.4.2
Predefined Location Types (PCM)
3.4.3
Content Basket Thumbnails
3.5
My Rights and My Roles
3.6
Profiles
3.7
Menus
4
Browsing Retention Schedules and Storage
4.1
Retention Schedules
4.1.1
Retention Schedule Hierarchy
4.1.2
Browsing the Retention Schedule
4.1.2.1
Browsing Using DIS
4.2
Browsing the PCM Storage Space
4.2.1
Browsing the Storage Tree
4.2.2
Using Exploring Pages
4.2.3
Viewing Information About a Storage Location
4.2.4
Reserving or Canceling a Storage Location
4.3
Generating a Retention Schedule Report
5
Creating Content for Retention
5.1
Checking In From the Main Menu
5.1.1
Checking in Items Using DIS
5.2
Checking In From Within Retention Schedules
5.3
Checking In an External Item
5.4
Checking In a Classified Item
5.5
Folios and Cloned Content
5.5.1
Creating a Fixed Clone
5.5.2
Adding a Folio to a Restricted Revision Category
5.6
Checking In E-Mail for Retention
5.6.1
Using DIS to Check In an Individual E-Mail
5.6.2
Checking In Correspondence From a Non-Outlook E-Mail Client
6
Searching and Screening Content
6.1
Searching From Content Server's Main Menu
6.1.1
Searching for Content
6.1.1.1
Using the Search Forms Option
6.1.1.2
Using Auxiliary Metadata Sets
6.1.2
Search Result Options
6.1.3
Searching for Physical Content
6.1.4
Searching Using Desktop Integration Suite
6.2
Screening for Content
6.2.1
Performing Screenings
6.2.2
Scheduling a Screening Report
6.2.3
Setting Default Metadata For Reports
7
Working With Records Folders
7.1
About Folder Maintenance
7.2
Managing Folders
7.2.1
Viewing Information
7.2.1.1
Viewing Folder Life Cycle
7.2.1.2
Viewing a Folder Review History
7.2.1.3
Viewing Folder Metadata History
7.2.1.4
Viewing Folder Freeze Details
7.2.2
Moving, Closing, or Freezing a Folder
7.2.2.1
Moving a Record Folder
7.2.2.2
Closing or Unclosing (Reopening) a Record Folder
7.2.2.3
Freezing or Unfreezing a Record Folder
7.2.3
Canceling, Expiring, and Rescinding Folders
7.2.3.1
Canceling Folders
7.2.3.2
Expiring a Folder
7.2.3.3
Rescinding a Folder
7.2.3.4
Making a Folder Obsolete
7.2.3.5
Reversing a Folder's Obsolete Status
7.2.4
Classification Settings for Folders
7.2.4.1
Undoing a Record Folder Cutoff
7.2.4.2
Marking a Record Folder as Reviewed
7.2.4.3
Assigning Supplemental Markings to a Record Folder
7.2.4.4
Removing Supplemental Marking from a Record Folder
7.2.4.5
Applying a Specific Disposition Rule to a Record Folder
7.2.5
Setting Dates with External Folders
7.2.5.1
Activating a Record Folder
7.2.5.2
Expiring a Record Folder
7.2.5.3
Entering a Delete Approval Date for an External Folder
8
Managing Physical Content
8.1
Managing Physical Items
8.1.1
Creating a Physical Item
8.1.1.1
Using the Storage Page
8.1.1.2
Within a Retention Schedule
8.1.1.3
Creating a Physical Item Within Another Item
8.1.2
Editing a Physical Item
8.1.3
Moving a Physical Item
8.1.4
Adding Physical Items To A Content Basket
8.1.5
Viewing Reservations for a Physical Item
8.1.6
Marking a Physical Item as Reviewed
9
Processing Chargebacks
9.1
About Chargebacks
9.1.1
Chargeback Process
9.2
Configuring Chargeback Processing
9.2.1
Creating or Editing a Charge Type
9.2.2
Viewing a Charge Type
9.2.3
Deleting a Charge Type
9.2.4
Creating or Editing a Payment Type
9.2.5
Viewing a Payment Type
9.2.6
Deleting a Payment Type
9.2.7
Creating or Editing a Customer
9.2.8
Viewing a Customer
9.2.9
Deleting a Customer
9.2.10
Creating Automatic Transactions
9.2.11
Creating or Editing a Manual Transaction
9.2.12
Deleting a Manual Transaction
9.3
Managing Chargeback Tasks
9.3.1
Creating or Scheduling an Invoice
9.3.2
Adjusting an Invoice
9.3.3
Deleting an Invoice
9.3.4
Viewing Invoice Information
9.3.5
Printing an Invoice
9.3.6
Marking an Invoice As Paid
10
Processing Reservations
10.1
About Reservations
10.2
Reservation Request Properties
10.2.1
Request Status
10.2.2
Transfer Method
10.2.3
Priority
10.3
Managing Reservations
10.3.1
Creating a Reservation Request
10.3.2
Editing a Reservation Request
10.3.3
Deleting a Reservation Request
10.3.4
Viewing Reservations for a Physical Item
10.3.5
Changing the Status of a Request Item
11
Managing Content
11.1
About Folios and Content Basket
11.2
Using Content Basket
11.2.1
Creating, Updating, or Deleting a Basket
11.2.2
Setting an Active Basket
11.2.3
Adding or Removing Items
11.2.4
Sorting Items
11.2.5
Creating Reservation Requests for Items
11.2.6
Downloading Items
11.2.7
Creating E-Mail Links to Items in the Content Basket
12
Configuring Related Content (Links)
12.1
About Related Content
12.2
Predefined Relationship Types
12.2.1
Renditions
12.2.2
Supersedes
12.2.3
Supporting Content
12.2.4
Cross-Reference
12.2.4.1
Unidirectional Links
12.2.4.2
Bidirectional (Reciprocal) Relationships
12.3
Linking Methods
12.3.1
Relationship Classes
12.3.1.1
Peer-to-Peer Class
12.3.1.2
Chained List Class
12.3.1.3
Supporting Content Class
12.3.1.4
Cross-Reference Class
12.4
Managing Related Content
12.4.1
Adding or Editing a Custom Relation Type (Administrative Function)
12.4.2
Deleting a Custom Link Type
12.4.3
Linking Items
12.4.3.1
Linking to a New Item
12.4.3.2
Linking to an Existing Item
12.4.4
Unlinking an Item
12.5
Link Examples
12.5.1
Enclosures Custom Link Types Example
12.5.2
Renditions Link Example
12.5.3
One-Way Cross-Reference Link Example
12.5.4
Reciprocal Cross-Reference Link Example
12.5.5
Superseded Link Example
12.5.6
Supporting Content Link Example
13
Using Simple Profiles
13.1
About Simple Profiles
13.2
Creating a Profile
13.2.1
Trigger Fields
13.2.2
Rules
13.2.3
Profile Pages
13.3
Designing a Simple Profile
13.3.1
Adding a New Profile
13.3.2
Using the Create/Update Profile Pages
13.3.2.1
Actions Menu Options
13.3.2.2
Wizard Page Options
13.3.2.3
Saving, Resetting, and Exiting the Design Process
13.3.2.4
Selecting Fields for Inclusion
13.3.2.5
Setting Field Formats
13.3.2.6
Setting Default Values
13.3.2.7
Setting Derived Values
13.3.2.8
Grouping Fields
13.3.2.9
Setting Labels
13.3.2.10
Setting Descriptions
13.3.2.11
Restricting Options
13.3.2.12
Setting Activation Conditions
13.3.2.13
Limiting Access (Administrators Only)
13.3.2.14
Setting the Search Order
13.4
Administrative Profiles
13.5
Profile Management
13.5.1
Viewing Profile Information
13.5.2
Updating a Simple Profile
13.5.3
Copying a Profile
13.5.4
Deleting a Profile
13.5.5
Moving a Profile
13.5.6
Changing a Trigger Field (Administrators Only)
13.5.7
Troubleshooting (Administrators Only)
A
User Interface
A.1
Navigation Aids
A.1.1
User Dashboard Page
A.1.2
Create/Edit Dashboard Page
A.1.3
Assigned Rights Page
A.1.4
My Favorites Screen
A.2
Content Check-In Page
A.2.1
Check-In Page Metadata Fields
A.2.1.1
Date, Format, and Audit Fields
A.2.1.2
Security Fields
A.2.1.3
Subject to Review Fields
A.2.1.4
Correspondence Fields
A.3
Browsing Interface
A.3.1
Category or Series Content Page
A.3.2
Series Information Page
A.3.3
Disposition Information Page
A.3.4
Category Information Page
A.3.5
Exploring Storage Page
A.3.6
Storage Information Page
A.4
Content Information Page
A.4.1
Content Information Section
A.4.2
Correspondence Fields Section
A.4.3
Links Area
A.4.4
Revision History Section
A.4.5
Recent Reviews of a Retained Item
A.4.6
Metadata History
A.4.7
Classified Metadata History Page
A.4.8
Select Category or Folder Dialog
A.5
Searching and Screening Interface Pages
A.5.1
Standard Search Page
A.5.2
Search Physical Items Page
A.5.3
Physical Search Results Page
A.5.4
Search Results Page
A.5.5
Screen for
topic
Page
A.5.6
Schedule Screening Report Page
A.5.7
Default Metadata for Checked-In Screening Reports Page
A.5.8
Screening Results Page
A.6
Record Folder Interface Screens
A.6.1
Record Folder Information Page
A.6.2
Life Cycle of Record Folder Page
A.6.3
Folder Review History Page
A.6.4
Folder Metadata History Page
A.6.5
Freeze Details Page
A.6.6
Freeze/Unfreeze Dialog
A.6.7
Create or Edit Record Folder Page
A.7
Physical Item Management Interface
A.7.1
Create or Edit Physical Item Page
A.7.2
Select Storage Location Dialog
A.7.3
Physical Item Information Page
A.8
Chargeback Management Screens
A.8.1
Transaction Management Screens
A.8.1.1
Invoices Page
A.8.1.2
Screen Contents and Records for Invoice Page
A.8.1.3
Transaction Information Page
A.8.1.4
Charge Transactions Page
A.8.1.5
View Invoice Details Page
A.8.2
Chargebacks, Charge Types and Billers
A.8.2.1
Configure Automatic Transactions Page
A.8.2.2
Configure Charge Type Page
A.8.2.3
Create Manual Transaction Page
A.8.2.4
Create or Edit Charge Type Page
A.8.2.5
Configure Payment Methods Page
A.8.2.6
Create or Edit Payment Method Page
A.8.2.7
Payment Type Information Page
A.8.2.8
Configure Customers Page
A.8.2.9
Customer Information Page
A.8.2.10
Create or Edit Customer Page
A.9
Reservation Management Screens
A.9.1
Workflow Review for Request Page
A.9.2
Create or Edit Request Page
A.9.3
Reservation Search Results Page
A.9.4
Request Information Page
A.9.5
Items for Request Page
A.9.6
Request Item Information Page
A.9.7
Edit Request Item Page
A.10
Content Basket Screens
A.10.1
Content Basket Manager Page
A.10.2
Content Basket Page
A.11
Link Management Interface
A.11.1
Configure Link Types Page
A.11.2
Add or Edit Related Content Type Page
A.12
Simple Profiles Interface
A.12.1
Profile Listing Page
A.12.2
Create/Update Simple Profile Page
A.12.3
Simple Profile Field Configuration Page
A.12.4
Simple Profile Field Formats Page
A.12.5
Simple Profile Field Default Values Page
A.12.6
Simple Profile Field Derived Values Page
A.12.7
Simple Profile Field Groups Page
A.12.8
Edit Profile Group Dialog
A.12.9
Simple Profile Field Labels Page
A.12.10
Simple Profile Field Descriptions Page
A.12.11
Simple Profile Field Restricted Options Page
A.12.12
Restricted Options Dialog
A.12.13
Simple Profile Activation Conditions Page
A.12.14
Simple Profile Limit Access Values Page
A.12.15
Simple Profile Search Order Page
A.12.16
Actions Menu
A.12.17
Profiles Page Menu
A.12.18
Wizard Page Menu
A.12.19
Simple Profile Information Page
A.12.20
Copy Simple Profile Page
A.12.21
Simple Profiles Trigger Configuration Page (Administrators Only)
Index
Scripting on this page enhances content navigation, but does not change the content in any way.