This section covers several tasks associated with the general maintenance and processing of record folders. Not all tasks are available to all users. Rights and roles determine which functionality is available to different users.
This chapter covers the following topics:
For information about creating, editing, and deleting record folders in the retention schedule, see the Oracle Fusion Middleware Setup Guide for Universal Records Management.
Maintaining and processing folders involves tasks such as moving folders, handling events such as canceling, expiring, or rescinding folders, or marking folders as obsolete for any other condition. After a record folder is marked as obsolete, any enabled event triggers associated with the content begins the disposition processing based on such events. In addition, tasks associated with record folders include applying specific disposition rules or supplemental markings to folders, or temporarily extending retention periods when disposition processing is frozen.
The following options appear on the Item's Actions menu and on the Information Page menu for a folder:
Information
Folder Information: displays content information for the retained item.
Life Cycle: shows the complete life cycle of the retained item according to its scheduled disposition, including the calculated dates of each disposition action. For more information, see "Viewing Folder Life Cycle".
Recent Reviews: shows a list of everyone who has reviewed the retained item (and marked it as reviewed), with the date and time of review. For more information, see "Viewing a Folder Review History".
Metadata History (only available for content in a retention schedule): shows an overview of all changes made to the editable properties of the item, with the affected metadata field name, the modification date and time, and the old and new values. For more information, see "Viewing Folder Metadata History".
Classified Metadata History: shows a list of all changes made to the security classification of the content.
Review Classification: shows information pertaining to an item's classification status. Only available if classification has been enabled.
Edit
Edit Folder: Used to edit the properties of a folder. See the Oracle Fusion Middleware Setup Guide for Universal Records Management for details.
Edit Review: Used to edit the review status, review period, or reviewer of the record folder.
Move: Used to move the folder to another location. See the Oracle Fusion Middleware Setup Guide for Universal Records Management for details.
Close (Unclose): Closes the record folder to further filing by anyone other than users with the Folder.Open/Close right. This action toggles to Unclose when a record folder is already frozen. See "Closing or Unclosing (Reopening) a Record Folder".
Freeze: Freezes a record folder. See "Freezing or Unfreezing a Record Folder".
Unfreeze: Unfreezes a record folder. See "Freezing or Unfreezing a Record Folder".
Set Dates
Cancel: Cancels all content within a record folder. The Cancel option makes content obsolete. See "Canceling Folders".
Expire: Expires all content within a record folder. The Expire action makes content obsolete. See "Expiring a Folder".
Obsolete (Undo Obsolete): Marks all content within a record folder and the record folder itself as obsolete. See "Making a Folder Obsolete". This action toggles to Undo Obsolete when a record folder becomes obsolete due to Obsolete, Cancel, Expire, or Rescind actions. See "Reversing a Folder's Obsolete Status".
Rescind: Rescinds a record folder and the content therein. The Rescind action makes content obsolete. See "Rescinding a Folder".
Mark reviewed/Mark reviewed recursive: Marks a record folder as reviewed for review, destruction, or other review purpose. See "Marking a Record Folder as Reviewed".
Undo Cutoff: Only available if a record folder has been cut off. This reverses the cut-off.
Delete: See the Oracle Fusion Middleware Setup Guide for Universal Records Management for details.
Create: See the Oracle Fusion Middleware Setup Guide for Universal Records Management for details.
Create Record Folder
Create Content
Create Physical Record
Reports: See the Oracle Fusion Middleware Setup Guide for Universal Records Management for details.
Detail Report
Retention Schedule Report
The following tasks are involved in managing folders:
Permissions:
The Folder.Read right is required to perform these actions. All predefined management roles have this right.Viewing folder information can be done in different 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 Information then the option (Life Cycle, Recent Reviews, and so on) from the folder's Actions menu.
On the search or screening results page, click the Info icon of the folder.
The Record Folder Information Page is displayed. On the Page's top menu, select Information then the option needed (Life Cycle, Metadata History, and so on).
The information displayed depends on the configuration and if optional fields were populated.
Use the previously described procedure to access the Information menu to view the life cycle (disposition schedule) of a record folder. The disposition instructions must be defined for the retention category of the folder. After a folder has been cut off, the record folder begins disposition processing and cannot be edited.
When Life Cycle is selected, the Life Cycle of Record Folder Page is displayed.
The page shows the complete life cycle of the record folder according to its scheduled disposition, including the calculated dates of each disposition action if the trigger event has occurred.
Use the previously described procedure to access the Information menu to view the review history of a record folder.
When Recent Reviews is selected, the Folder Review History Page of the record folder is displayed.
The page shows a list of everyone who has reviewed the record folder and marked it as reviewed and the date and time of review.
Use the previously described procedure to access the Information menu to view the metadata history of a record folder. This is a list of all changes to the metadata of the record folder. When Metadata History is selected, the Metadata History of the record folder is displayed.
The page shows an overview of all changes made to the editable properties of the record folder and the affected metadata field name, the modification date and time, and the old and new values.
Use the previously described procedure to access the Information menu to view detailed freeze information about a record folder (that is, a list of all freezes currently applied to the folder). When Freeze Details is selected, the Freeze Details Page is displayed.
If the record folder is frozen, the Freeze Disposition field value is 'Yes' on the Folder Information Page and a Details hyperlink is displayed next to the field value. Click that hyperlink to view Freeze information.
The Freeze Details Page shows all freezes currently applied to the record folder. If the folder inherited its freeze status from a parent folder, that folder's name is shown in the Inherited From column for the inherited freeze. Click the Info icon for an item in the list. The Record Folder Information Page for the folder is displayed.
To save the information on this page to a file in the report, choose the Save Freeze Details option from the Page menu.
If the generated report file is in PDF format, it must be viewed using Adobe Acrobat version 6.0 or later.
Permissions:
The appropriate Folder rights (Folder.Move, Folder.Open/Close, Folder.Freeze/Unfreeze) are required to perform these actions. These rights are assigned by default to the Records Officer and Records Administrator roles.Managing folder information can be done in different 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 Edit then the option (Close, Move, and so on) from the folder's Actions menu.
On the search or screening results page, click the Info icon of the folder.
The Record Folder Information Page is displayed. On the Page's top menu, select Edit then the option needed.
The information displayed depends on the configuration and if optional fields were populated.
You can move a record folder to another retention category or folder.
Use the previously described procedure to access the Edit menu for the folder to move. When Move is selected, the Select Category or Folder Dialog is displayed. Click to expand the tree, and click the category or record folder where the folder will be moved. The location field populates with the new location. Click OK when done.
If a record folder inherits its security settings and disposition rules from its parent category, make sure the new location has the same settings. If a record folder has its own security settings, moving the folder is not a security concern. Because record folders also inherit disposition instructions from the parent category, be sure any new category location has the disposition instructions appropriate for the record folder. If a record folder has its own disposition rule or rules, then moving the folder is a concern for disposition processing. If a record folder has its own disposition instructions, the folder cannot be moved until the association is removed. Then re-create the rules unique to the folder in its new location if necessary.
After a record folder is closed, no further content can be checked (filed) into the closed record folder or its subfolders (child record folders) unless the user has the Folder.Open/Close right or is the author of the closed folder. If a user without these rights attempts to file content into a closed folder, a message is displayed stating the folder is closed. The content is not filed.
Important:
Closing a folder does not prevent disposition processing; only freezing a folder pauses disposition processing.Closing a record folder refers to "locking" a record folder, and does not correlate with collapsing and expanding record folders within the Browse Content area. A closed or "locked" record folder is indicated with a padlock image superimposed on the record folder icon:
Depending on settings in a user's profile, the icons may appear slightly different, such as a book background icon rather a folder.
Use the previously described procedure to access the Edit menu for the folder to close. When Close is selected, a prompt appears to enter a reason for the action. Enter a reason, and click OK to confirm or leave the text box empty and click OK. Click Cancel to abort the entire action.
If confirmed, the folder icon includes a padlock to indicate it is closed.
To unclose or "unlock" a folder, select Edit then select Unclose from a menu. Follow the same procedure as the one described to close a folder.
Freezing a record folder inhibits disposition processing for that folder. Frozen folders can still be browsed within the Browse Content area, content can be checked into frozen folders, and other edits as allowed by assigned rights can be done. Record folders residing in a frozen folder inherit the freeze status from their parent folder, but they can also be frozen independently of the folder (usually with a different freeze).
When freezing a record folder, choose from several predefined freezes and enter a reason for freezing the folder. The reason is displayed in the Comments section of the audit trail, and in the Record Folder Information and Edit Record Folder pages. A frozen record folder is indicated by a pause symbol in the folder Name field of the Exploring Retention Category page:
More than one freeze can be applied to a record folder. View the Freeze Details Page for the record folder to see a list of all freezes currently applied to the folder (both direct and inherited). See the Oracle Fusion Middleware Setup Guide for Universal Records Management for details about creating and viewing freezes.
Use the previously described procedure to access the Edit menu for the folder to freeze. Select Edit then Freeze from the Actions menu. The Freeze/Unfreeze Dialog is displayed. Click the displayed link to show all freezes and select the freeze to be applied. Provide a reason for the freeze or leave the text box empty.
Click OK to confirm the freeze. Click Cancel to abort the entire action. If confirmed, the freeze icon (two parallel vertical bars) appears next to the record folder name in the Name column of the Exploring page.
Note:
After a record folder is frozen, you cannot edit its freeze reason. If the freeze is no longer correct, you should unfreeze the folder and freeze it with a new reason.Unfreezing a record folder releases a frozen folder again for disposition processing. Only one record folder at a time can be unfrozen. Follow the same procedure to unfreeze a folder, selecting Edit then Unfreeze from a menu. If the action is confirmed, the freeze icon no longer appears next to the record folder name in the Name column of the Exploring page.
Permissions:
The Folder.Edit right is required to perform these actions. This right is assigned by default to the Records Officer and Records Administrator roles.Manipulating folders can be done in different ways depending on the location in the product hierarchy. First locate the folder by browsing, searching, or screening. Then perform one of the following actions:
On the search or screening results page, select Set Dates then the option (Cancel, Expire, and so on) from the folder's Actions menu.
On the search or screening results page, click the Info icon of the folder.
The Record Folder Information Page is displayed. On the Page's top menu, select Set Dates then the option needed.
To perform actions on multiple folders, select Set Dates then the option from the Table menu on the search result page.
You can undo these actions by choosing Set Dates then choosing Undo Obsolete in the Actions menu for the folder or on the Page menu of the Record Folder Information Page.
Use the previously described procedure to access the Set Dates menu to cancel a record folder directly, either after receiving a notification to do so (as part of a disposition instruction) or ad hoc. When a record folder is canceled, its status becomes obsolete.
Select Cancel from the Set Dates menu. A prompt appears to enter a reason for the action. Enter a reason or leave the text box empty. Click OK to confirm. Click Cancel to abort the entire action.
The Record Folder Information Page displays the date the record folder was canceled and also displays a corresponding obsolete date.
Use the previously described procedure to access the Set Dates menu to expire a record folder directly, either after receiving a notification to do so (as part of a disposition instruction) or ad hoc. When a record folder is expired, its status becomes obsolete.
You can also expire a record folder if you are a records administrator processing pending events that receive notification.
Select Set Dates then Expire. A prompt appears to enter a reason for the action. Enter a reason or leave the text box empty. Click OK to confirm. Click Cancel to abort the entire action.
The Record Folder Information Page displays the date the record folder was expired.
Use the previously described procedure to access the Set Dates menu to rescind a record folder directly, either after receiving a notification to do so (as part of a disposition instruction) or ad hoc. When a record folder is rescinded, its status becomes obsolete.
Select Set Dates then Rescind from a menu. A prompt appears to enter a reason for the action. Enter a reason or leave the text box empty. Click OK to confirm. Click Cancel to abort the entire action.
The Record Folder Information Page displays the date the record folder was rescinded.
There are certain actions that automatically cause a record folder to become obsolete:
Expire
Cancel
Rescind
You can also mark a folder as obsolete without using one of these actions. Use the previously described procedure to access the Set Dates menu to mark a record folder obsolete. When Set Dates then Obsolete is selected, a prompt appears to enter a reason for the action. Enter a reason or leave the text box empty. Click OK to confirm. Click Cancel to abort the entire action.
The Record Folder Information Page displays the date the record folder was made obsolete.
Use this procedure to reverse the obsolete status or a record folder. The status of expired, canceled, or rescinded record folders can be reversed.
Permissions:
The Folder.Edit right is required to perform this action. This right is assigned by default to the Records Privileged and Records Administrator roles.Use the previously described procedure to access the Set Dates menu to reverse obsolete status.
When Set Dates then Undo Obsolete is selected from a menu, a prompt appears to enter a reason for the action. Enter a reason or leave the text box empty. Click OK to confirm. Click Cancel to abort the entire action.
The following tasks are performed when managing classification settings for record folders:
Use this procedure to undo (cancel) the cutoff of a record folder. After this procedure, the record folder is no longer cut off and is available for disposition.
Permissions:
The Folder.UndoCutoff right is required to perform this action. This right is assigned by default to the Records Administrator role.Browse content in the Retention Schedule to locate the appropriate record folder. Records administrators can use screening to quickly isolate record folders.
In the row of the folder, click Set Dates then Undo Cutoff in the item's Action menu.
Use this procedure to mark a record folder as reviewed in the Item Information page. Two commands are available:
Mark reviewed
Mark reviewed recursive
The Mark Reviewed action marks the current folder only as reviewed. Any child folders are not marked as reviewed. The Mark reviewed recursive action marks the current record folder being viewed as reviewed, with any child record folders and content. The "Mark reviewed recursive" option is only displayed if a record folder has child folders.
Permissions:
The Folder.Edit right is required to perform this action. This right is assigned by default to the Records Officer and Records Administrator roles.Click Browse Content then Retention Schedules. The Exploring Series "Retention Schedule" Page is displayed.
Navigate to the record folder to use and review the information.
In the row of the folder, click Set Dates then click Mark Reviewed (to mark only the current folder as reviewed) or Mark reviewed recursive (to mark all child folders and content as reviewed) from the folder's Actions menu.
You are prompted to enter 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.
The Record Folder Information Page displays the date the record folder was reviewed.
Use this procedure to mark a record folder created with one or more supplemental markings, if it was not marked at initial folder creation.
Enabling Supplemental Markings
Creating a Supplemental Marking
Creating a Record Folder
See the Oracle Fusion Middleware Setup Guide for Universal Records Management for details.
Permissions:
The Folder.Edit right is required to perform this action. This right is assigned by default to the Records Officer and Records Administrator roles.Click Browse Content then Retention Schedules. The Exploring Series "Retention Schedule" Page is displayed.
In the row for the folder, click Edit then Edit Folder from the folder's Actions menu.
The Create or Edit Record Folder Page is displayed.
Open the list in the Supplemental Markings field and click to select the marking or markings to associate with the record folder.
Click Submit Update. The successfully updated record folder message is displayed.
Permissions:
The Folder.Edit right is required to remove a supplemental marking from a record folder. This right is assigned by default to the Records Officer and Records Administrator roles.Click Browse Content then Retention Schedules. The Exploring Series "Retention Schedule" Page is displayed.
Navigate to the record folder to use.
In the row of the folder, click Edit then Edit Folder from the folder's Actions menu.
The Create or Edit Record Folder Page is displayed.
Delete a marking by editing the text in the Supplemental Markings text box.
Click Submit Update. A message is displayed, indicating the update was successful.
Important:
Each supplemental marking must have a comma and a space between markings, or else an 'access denied' error occurs when trying to access content with multiple markings and when Match All Markings is enabled.Use this procedure to apply a disposition rule within a retention category to a specific record folder only. This makes it possible to customize disposition instructions for a category with multiple record folders with slightly different disposition instructions.
Define the Disposition Instructions. See the Oracle Fusion Middleware Setup Guide for Universal Records Management for details.
Permissions:
The Folder.Edit right is required to perform this action. This right is assigned by default to the Records Officer and Records Administrator roles.To apply a disposition rule to a specific record folder, complete the following steps:
Click Browse Content then Retention Schedules. The Exploring Series "Retention Schedule" Page is displayed.
Navigate to the category that contains the record folder to use. In the page menu, click Edit then Edit Disposition.
The Disposition Instructions Page is displayed.
Click the Edit icon (the pencil icon).
The Disposition Rule Screen is displayed.
Change the disposition rules as needed. In the Advanced section, choose a folder from the Apply to Record Folder list (or the On Folder(s) list, if user-friendly captions are configured).
The screen closes. The record folder appears next to the rule.
You can further refine the disposition by selecting how the disposition is applied. Select an option from the Disposition Applies To list. Available choices are Content Only, Folders Only, or Content and Folders.
In the Disposition Instructions Page, click Submit Update. The successfully updated dispositions message is displayed with the specific folder noted.
For more details about adding dispositions, see the Oracle Fusion Middleware Setup Guide for Universal Records Management.
Permissions:
The Folder.Edit right is required to perform these actions. This right is assigned by default to the Records Officer and Records Administrator roles.An external record folder is external to the records management system, and has a tangible counterpart to the electronic record folder that tracks it. An external record folder is indicated on the Record Folder Information Page by the information field "External: Yes."
Setting dates can only be done on the Create or Edit Record Folder Page. Use one of these methods to access that page:
On the search or screening results page, click Edit then Edit Folder from the folder's Actions menu.
On the search or screening results page, click the Info icon of the folder.
The Record Folder Information Page is displayed. On the page's top menu, click Edit then Edit Folder then the option needed.
In the External fields area of the Create or Edit Record Folder Page, click the calendar component icon and select a date for the Activation date box.
Click Submit Update. The Record Folder Information Page displays the activation date for the record folder.
Entering an expiration date for a record folder also makes the folder have an obsolete status and date matching the expiration date.
In the External fields area, click the calendar component icon and select a date for the Expiration date box.
Click Submit Update. The Record Folder Information Page displays the new date.
Use this procedure to enter an approval date for deleting at an external record folder from the retention schedule. Entering the delete approval date does not prevent deleting an external folder before that date. It only indicates the date when deleting the external folder was approved.
In the External fields area, click the calendar component icon and select a date for the Delete Approval date box.