Skip Headers
Oracle® Fusion Middleware Administrator's Guide for Universal Records Management
11
g
Release 1 (11.1.1)
E10789-01
Library
Index
Next
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 Oracle UCM
2.5
Basic Retention Processes
3
Interface Overview
3.1
Interface Overview
3.1.1
Configuring The System
3.1.2
Configuring Reports
3.1.3
Configuring PCM
3.2
Individual Page and Action Menus
3.3
Menus
4
Screening and Updating Content
4.1
About Screening
4.1.1
Enabling or Disabling User-Friendly Captions
4.2
Updating Information
4.2.1
Scheduling Updates
5
Managing Content
5.1
About Content Processing
5.2
Managing Content
5.2.1
Viewing Content Item Information
5.2.1.1
Viewing Content Life Cycles
5.2.1.2
Viewing Content Review History
5.2.1.3
Viewing Content Item Metadata History
5.2.1.4
Viewing Classified Metadata History
5.2.1.5
Viewing an Item's Freeze Details
5.2.2
Freezing, Rescinding, and Other Content Actions
5.2.2.1
Deleting Metadata History of Content Items
5.2.2.2
Freezing or Unfreezing an Item
5.2.2.3
Canceling, Rescinding or Expiring Content
5.2.2.4
Marking an Item as Obsolete or Removing Obsolete Designation
5.2.3
Reviewing Items
5.2.4
Managing Classified Content
5.2.4.1
Reviewing Classifications
5.2.4.2
Upgrading or Downgrading Classification
5.2.4.3
Declassifying Content
5.2.4.4
Undoing a Cutoff
5.2.5
Deleting, Moving, and Changing Content Items
5.2.5.1
Moving an Item to Another Category or Record Folder
5.2.5.2
Deleting an Item
5.2.5.3
Assigning Disposition Schedules to Content Items
6
Managing Physical Content
6.1
About Physical (External) Content
6.2
Managing Physical Items
6.2.1
Deleting a Physical Item
6.2.2
Freezing and Unfreezing a Physical Item
6.2.3
Printing a Label for a Physical Item
6.3
Importing Physical Content Manually
6.3.1
Required File Format
6.3.1.1
LocalDataProperties
6.3.1.2
ImportExportManifest
6.3.1.3
ExternalItemsExtItems
6.3.2
Sample File
6.4
Processing Physical Content
6.4.1
Retention Schedules for Physical Items
6.4.2
Disposition Events for Physical Items
6.4.3
Pending Options for Physical Items
6.4.4
Audit Log Files for Processed Events
7
Managing Reservations and Barcodes
7.1
About Reservations
7.1.1
Reservations History
7.2
The Reservation Process
7.2.1
Reservation Request Properties
7.2.1.1
Request Status
7.2.1.2
Transfer Method
7.2.1.3
Priority
7.2.1.4
Request Item Actions
7.3
About Barcodes
7.3.1
Barcode Files
7.3.1.1
Barcode File Actions
7.3.2
The Barcode Utility Software
7.4
Managing Barcodes
7.4.1
Programming the Barcode Scanner
7.4.2
Uploading Barcode Data Directly to PCM
7.4.3
Saving Barcode Data to a File
7.4.4
Uploading Previously Saved Barcode Data to PCM
7.4.5
Processing a Barcode File
8
Setting Up PCM Offsite Storage
8.1
Using Offsite Storage
8.1.1
Setting Up Default Customer Information
8.1.2
Mapping New Districts
8.1.3
Creating Manual Pickup Requests
8.1.4
Browsing Uploaded Files
8.1.5
Browsing Processed Files
8.1.6
Transferring Files to Offsite Storage
9
Scheduled Tasks
9.1
Using Scheduled Tasks
9.1.1
Changes in Scheduling From Previous Product Versions
9.2
Managing Scheduling
9.2.1
Scheduling Screening Reports
9.2.2
Editing Recurring Screening Reports
9.2.3
Viewing Recurring Screening Report History
9.2.4
Scheduling Freezes
9.2.5
Viewing Scheduled Job Information
10
Processing Retention Assignments
10.1
About Retention Assignments
10.1.1
Items Subject to Review
10.1.2
Approval and Completion
10.1.3
Frozen Items and Event Processing
10.1.4
Searching Retention Steps and Actions
10.1.5
Using Batch Processing
10.1.6
Specifying an Alternate Reviewer
10.2
Managing Disposition Tasks
10.2.1
Screening for Retention Steps
10.2.2
Viewing Failed Dispositions
10.2.3
Viewing Pending Reviews and Dispositions
10.2.4
Marking Content Items as Reviewed
10.2.5
Editing Review Information
10.2.6
About Disposition Processing
10.2.6.1
Accessing the Pending Approval Interface
10.2.6.2
Event Processing
10.2.6.3
Pending Approvals
10.2.6.4
Pending Review
10.3
Processing Dispositions
10.3.1
Multi-Step Disposition Processing
10.3.1.1
Approval Step
10.3.1.2
Completion
10.3.2
Single Step Disposition Processing
10.3.2.1
Approving Events
11
Generating Reports
11.1
Configuring Report Options
11.2
User and Group Reports
11.2.1
User Report
11.2.2
User Barcode Reports
11.2.3
User Roles Report
11.2.4
Group Report
11.2.5
Group-User Report
11.3
Content and Physical Item Reports
11.3.1
Creating a Report
11.3.2
Internal Item Detail Report
11.3.3
Search Results Report
11.3.4
Records Destruction Certificate Report
12
Monitoring, Customizations and Audit Tools
12.1
Using Performance Monitoring
12.1.1
Enabling Performance Monitoring
12.1.2
Checking Performance Results
12.1.3
Viewing Performance Alerts and Details
12.2
Using Custom Scripts
12.2.1
Creating or Editing Scripts
12.2.2
Deleting a Custom Script
12.2.3
Viewing Script Information
12.3
Using the Audit Trail
12.3.1
Configuring the Audit Trail
12.3.2
Specifying Metadata Fields to Audit
12.3.3
Searching within the Audit Trail
12.3.4
Setting Default Metadata for Checking In Audit Trails
12.3.5
Checking In and Archiving the Audit Trail
12.3.6
Searching an Archived Audit Trail
12.3.7
Viewing an Archived Audit Trail
12.3.8
Creating an Audit Trail Report
13
Archiving and Transfering Information
13.1
About Archives
13.1.1
Exporting Auxiliary Metadata Sets
13.1.2
The Export/Import Process
13.1.3
Archive Import/Export Rights and Permissions
13.2
Managing Imports and Exports
13.2.1
Exporting an Archive
13.2.2
Importing an Archive
13.2.3
Importing a Batch-Created Storage Hierarchy
13.3
XSD Data Transfer
13.3.1
Important Considerations Before Exporting
13.3.1.1
Special Handling of <choice> Elements
13.3.1.2
Required Fields on Import
13.3.1.3
Target Namespace and Qualified Locals
13.3.2
Configuring XSD for Importing and Exporting
13.3.3
Exporting and Importing XSD Data
14
FOIA and Privacy Act Tracking
14.1
FOIA and DB2 Databases
14.2
About Workflows
14.3
The FOIA/Privacy Act Workflow
14.3.1
Processing Details
14.3.2
Initial Required Setup
14.3.3
Begin Request Processing
14.3.3.1
Create a Request Folder
14.3.3.2
Create a Request
14.3.4
First Decision Point: Expedited or Non-Expedited
14.3.4.1
Review Request Form and Route
14.3.4.2
Send Acknowledgements
14.3.5
Second Decision Point: Service or Denial
14.3.5.1
Servicing a Request
14.3.5.2
Denying a Request
14.3.6
Third Decision Point: Denial Processing
14.3.6.1
Refusing a Denial
14.3.6.2
Approve Denial
14.3.7
Fourth Decision Point: Appeal and Decision
14.3.7.1
Initiating an Appeal
14.3.7.2
Acknowledging an Appeal
14.3.7.3
Reviewing the Appeal
14.3.8
Final Actions
15
Using Federated Search and Freeze
15.1
Federated Searches
15.1.1
Federated Search Query Builder
15.2
Performing a Search
15.2.1
About Returned Content
15.2.2
Checking Search Progress
15.2.3
Subscribing to a Search
15.2.4
Deleting a Search
15.3
Federated Freeze
15.3.1
Freezing Search Results
15.3.2
Viewing Scheduled Freezes
A
User Interface
A.1
Configure Retention Settings Page
A.2
Configure Physical Content Management Page
A.2.1
Physical Item Information Page
A.3
Update Interface
A.3.1
Define Query Page
A.3.2
Query Schedule Section
A.3.3
Scheduled Update Page
A.3.4
Update Preview Page
A.4
Classified Content Interface Screens
A.4.1
Review Classification Page
A.4.2
Upgrade or Downgrade Classification Page
A.4.3
Declassify Page
A.5
Barcode Interface
A.5.1
Main Barcode Utility Screen
A.5.2
Barcode Upload Screen
A.5.3
Configure Host List Screen
A.5.4
Barcode Upload Results Screen
A.5.5
Program Videx Barcode Wand Screen
A.5.6
Barcode Processing Page
A.5.7
Barcode File Processed Page
A.6
Offsite Storage Interface Screens
A.6.1
Offsite Storage General Setup Page
A.6.2
District Mapping Screens
A.6.2.1
Choose District Mapping Page
A.6.2.2
Map Metadata Pages
A.6.3
Create Manual Pickup Page
A.6.4
Browse Uploaded Files Page
A.6.5
Browse Processed History Page
A.7
Subject to Review (Vital) Interface Screens
A.7.1
Edit Review Information for Retention Category/Folder Page
A.8
Scheduling Interface Screens
A.8.1
Scheduled Screening Reports Page
A.8.2
View History Page
A.8.3
Job Information Page/Edit Job Information Page
A.8.4
Scheduled Freezes Page
A.8.5
Edit Recurring Report Schedule Page
A.8.6
Scheduled Jobs Listing Page
A.9
Retention Assignment Interface Screens
A.9.1
Retention Step Search Page
A.9.2
Retention Step Audit Result Page
A.9.3
Schedule Retention Step Audit Report Page
A.9.4
Failed Dispositions Page
A.9.5
Pending Dispositions Page
A.9.6
Pending Reviews Page
A.9.7
Disposition Information Page
A.9.8
Disposition Parameter Dialog
A.10
Configure Report Settings Page
A.11
Customization, Monitoring and Audit Pages
A.11.1
Configure Performance Monitoring Page
A.11.2
Performance Processing Results Page
A.11.3
Performance Monitoring Alert Message
A.11.4
Monitoring Details Page
A.11.5
Configure Custom Script Page
A.11.6
Create or Edit Custom Script Page
A.11.7
Custom Script Information Page
A.11.8
Configure Audit Page
A.11.9
Audit Fields Page
A.11.10
Checked-in Audit Entries Page
A.11.11
Default Metadata for Checked-In Audit Entries Page
A.11.12
Search Audit Trail Page
A.12
Import/Export Interface Screens
A.12.1
Import/Export Archive Page
A.12.2
Configure Import/Export Schema Page
A.12.3
Create Import/Export Schema Page
A.12.4
Configure Top Level Schema Nodes Page
A.12.5
Configure Mappings Page
A.12.6
Import with Schema Page
A.12.7
Export with Schema Page
A.13
FOIA and PA Interface Screens
A.13.1
FOIA/PA Processing Screens
A.13.1.1
Active Workflows Screen
A.13.1.2
Assignments in Queue Screen
A.13.1.3
Amendment Record Form
A.13.1.4
Disclosure Request Form
A.13.1.5
Access Request Form
A.13.1.6
Request Fee Table
A.13.1.7
Workflow Content Page
A.13.1.8
Workflow Review Page
A.13.1.9
Denial Record Form
A.13.1.10
Appeal Request Form
A.13.1.11
Final Result Dialog
A.13.2
FOIA/PA Data Screens
A.13.2.1
Access Record Form
A.13.2.2
Accounting Record Form
A.13.2.3
Disclosure Record Form
A.13.2.4
Dispute Record Form
A.13.2.5
Exemption Record Form
A.13.2.6
Matching Program Records Form
A.13.2.7
Privacy Act File
A.13.2.8
System of Records Form
A.14
Federated Search and Freeze Screens
A.14.1
Federated Search Pages
A.14.1.1
Federated Query Builder Page
A.14.1.2
Federated Searches List Page
A.14.1.3
Federated Search Details Page
A.14.1.4
Federated Search Results Page
Index