38 Oracle Universal Records Management

This chapter describes issues associated with Oracle Universal Records Management. It includes the following topics:

In addition to the information discussed here, see the chapter in this release note documentation concerning Oracle Universal Content Management. Issues which affect Oracle UCM may also affect Oracle Universal Records Management.

38.1 General Issues and Workarounds

This section describes general issues and workarounds. It contains the following sections:

38.1.1 Role Report Output is Dependent on User Generating the Report

A role report can be generated by choosing Records then Reports then Role from the Main menu. Note that the output of the report may not show all data for all roles. The output is dependent on the user who is generating the report and the permissions given to that user.

38.1.2 Items Returned When Using Screening

It should be noted that screening is a retention feature that only returns content items with a life cycle or items that are frozen.

38.1.3 Oracle Text Search and Report Configuration Options

When using Oracle Text Search, an incompatibility existed with the options to exclude report templates and reports in search results. These options appear on the Configure Report Settings Page.

It is now possible to exclude reports in search results by selecting the Exclude Reports in Search Results checkbox. However, if the Exclude Report Template in Search Results checkbox is selected, templates are still included in searches. Oracle is aware of this issue and is working to fix it in a future release.

38.1.4 Upgrade from 10g Audit Trail Periods Missing

When upgrading Oracle URM from release version 10g to release version 11g, the complete audit trail dates are not available. The audit periods from 2001 to 2010 should be present after upgrading, but only periods between 2001 to 2006 are present. The missing years can be added manually. Oracle is aware of this issue and is working to fix it in a future release.

38.1.5 DB2 Databases and FOIA/PA Functionality

Due to the size of the database used with the Freedom of Information Act/Privacy Act (FOIA/PA) functionality, the FOIA/PA option is not supported for those sites using DB2 for their database.

38.1.6 Sorting and Listing Retention Category Content

When retention categories are sorted then listed, they are listed on a per-source basis. For example, if three sources are used (Source1, Source2, Source3), all items from Source1 are sorted as a separate group, items from Source2 are sorted as a separate group, and items from Source3 are sorted as a separate group. Then items from each source are displayed in a "round robin" style with the first item of Source1, the first item from Source2, and the first item from Source3, followed by the second item of each source.

38.2 Configuration Issues and Workarounds

This section describes configuration issues and workarounds. It contains the following sections:

38.2.1 Import FOIA Archive Error Message

Importing the Freedom of Information Act (FOIA) archive from the Setup Checklist page may display a spurious error message stating Archiver is already running, please try again later.

This error may be safely ignored. It is generated because the click to initiate the archive is registered twice. Ignore the warning, wait fifteen minutes and then see if the alert notification for that task is removed. The import of the archive can also be confirmed by opening the Archiver and verifying that the FOIAPrivacyAct archive is present.

38.2.2 Restart Required: Performance Monitoring and Reports

After performance monitoring is selected and enabled, the content server must be restarted in order for monitoring to commence. Note that a restart is also required after configuration of Oracle URM in order for all report options to appear on the appropriate menus.

38.2.3 Audit Trail Sorting Results and Database Fulltext Search

When sorting the audit trail using Oracle DB, the output depends on the type of sort being performed.

When sorting with Database Fulltext Search, sorting is case-sensitive, meaning that upper case items will always appear first in a list. When sorting with Oracle Text Search, a case-insensitive search is performed.

38.2.4 Prefix Size Limitation When Using Offsite Storage

If offsite storage functionality is enabled on the system, the total size allowed for the content ID for a physical item is 11 characters. When setting up offsite storage, verify if automatic assignment of IDs is enabled and if so, make sure the content prefix is set to 5 characters or less.

38.2.5 Enabling Email Metadata Component

If the EmailMetadata component is installed for use with Oracle Universal Content Management, a configuration variable must be set in order for the user interface to be made available in Oracle Universal Records Management.

Set the ShowEmailMetadataMenu variable to TRUE in the emailmetadata_environment.cfg file in the /components/EmailMetadata directory.

Restart Oracle Content Server after setting the variable then refresh or reload the browser. Options become available to map email fields to metadata fields. To use those options, choose Administration then Configure Email Metadata from the Main menu.

38.2.6 Relative Web Root Must Be Changed

When upgrading Oracle URM from the 10g version, the HttpRelativeWebRoot configuration parameter must be changed in the config.cfg file to the following:


It is critical to change the parameter exactly as shown.

38.2.7 Configuring 10g Adapters for 11g Oracle URM

A connection address must be changed to enable 10g adapters to work with Oracle URM 11g.

Previous connection strings were similar to the following example:


The new connection string should be similar to the following example:


The addition of the _dav string is all that changes.

38.3 Documentation Errata

This section describes changes in the documentation. It contains the following section:

38.3.1 Menu Name Changes Not Reflected in Documentation

The External Performance Monitoring menu listed in documentation should be changed to Performance Monitoring. This is accessed by choosing Records then Audit then Performance Monitoring from the Top menu.