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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
Understanding Retention Management
2.1
Management of Retained Items
2.1.1
What To Retain
2.1.2
Lifecycle for Retained Content
2.1.3
Types of Retained Content
2.1.3.1
Internal and External Retained Content
2.1.3.2
Classified, Unclassified, Declassified Content
2.1.3.3
Non-Permanent, Transfer or Accession, and Reviewed Content
2.2
Basic Retention Management Concepts
2.3
Physical Content Management
2.4
Interaction with Oracle WebCenter Content
2.5
Basic Retention Processes
3
Setting Up the Software
3.1
Usage Notes
3.2
Fusion Middleware Security Considerations
3.2.1
Oracle WebCenter Content Security Considerations
3.2.2
WNA Redeployment
3.2.3
Configuration for External LDAP Authentication Provider
3.2.4
Configuration for SSL
3.2.5
Configuration for Single Sign-On Use
3.2.6
Configuring for Web Services Use
3.3
Software Configuration
3.4
Retention Setup Checklist
3.5
Retention Management Options
3.6
Security Overview
3.6.1
Security Settings
3.6.2
Classification Security Settings
3.6.2.1
Supplemental Markings
3.6.2.2
Security Classifications
3.6.2.3
Classification Guides
3.6.3
Security Roles and Definitions
3.6.4
Rights for Roles
3.7
System-Wide Configuration
3.8
Setting Up Physical Content Management
3.9
Setting Up a Retention Schedule
3.9.1
Managing a Retention Schedule
3.9.1.1
Creating a Series
3.9.1.2
Creating a Retention Category
3.9.1.3
Creating a Record Folder
3.10
Configuring Content Triggers, Dispositions, and Freezes
3.10.1
Triggers
3.10.2
Dispositions
3.10.2.1
Disposition Types
3.10.2.2
Triggering Events
3.10.2.3
Retention Periods
3.10.2.4
Disposition Actions
3.10.2.5
Disposition Rules
3.10.3
Freezes
4
Interface Overview
4.1
Interface Overview
4.1.1
Configuring the System
4.1.2
Configuring Reports
4.1.3
Configuring PCM
4.2
Individual Page and Actions Menus
5
Security Overview
5.1
Retention Management in an Organization
5.2
Roles
5.3
Tasks and Default Rights for Roles
5.3.1
Trigger Tasks and Defaults for Predefined RM Roles
5.3.2
Time Period Tasks and Defaults for Predefined Roles
5.3.3
Supplemental Markings Tasks and Defaults for Predefined Roles
5.3.4
Security Classifications Tasks and Defaults for Predefined Roles
5.3.5
Classification Guides Tasks and Defaults for Predefined Roles
5.3.6
Custom Security Tasks and Defaults for Predefined Roles
5.3.7
Custom Category or Folder Metadata Tasks and Defaults for Predefined Roles
5.3.8
Freezes Tasks and Defaults for Predefined Roles
5.3.9
Series Tasks and Defaults for Predefined Roles
5.3.10
Retention Category Tasks and Defaults for Predefined Roles
5.3.11
Folder Tasks and Defaults for Predefined Roles
5.3.12
Archive Tasks and Defaults for Predefined Roles
5.3.13
Screening Tasks and Defaults for Predefined Roles
5.3.14
Audit Trail Tasks and Defaults for Predefined Roles
5.3.15
Disposition Tasks and Defaults for Predefined Roles
5.3.16
Link Tasks and Defaults for Predefined Roles
5.3.17
Default Report Tasks and Defaults for Predefined Roles
5.3.18
Content Management Tasks and Defaults for Predefined Roles
5.3.19
Customization Tasks
5.3.20
Other Common Tasks
5.4
Common Physical Content Management Tasks and Roles
5.4.1
Storage Space Tasks and Defaults for Predefined Roles
5.4.2
Reservation Tasks and Defaults for Predefined Roles
5.4.3
Physical Item Tasks and Defaults for Predefined Roles
5.4.4
Location, Object, and Media Types Tasks and Defaults for Predefined Roles
5.4.5
Chargeback Tasks and Defaults for Predefined Roles
5.4.6
Barcode and Label Tasks and Defaults for Predefined Roles
5.4.7
Additional PCM Administrative Tasks and Defaults for Predefined Roles
5.5
External Source Management Tasks and Roles
5.5.1
External Source Tasks and Defaults for Predefined Roles
5.6
Security Groups
5.7
Aliases
5.8
Access Control Lists (ACLs)
5.8.1
Setting ACLs During Software Use
5.9
Security Matrix
5.10
Setting Security Preferences
5.11
Assigning Rights to User Roles
5.11.1
Setting Rights for Roles
5.12
Default Rights for Roles
5.12.1
The Series Tab
5.12.2
The Category Tab
5.12.3
Folder Tab
5.12.4
Record Tab
5.12.5
Admin Tab
5.12.6
CBC Tab
5.12.7
PCM Tab
5.12.8
ECM Tab
5.13
Specifying PCM Barcode Values for Users
6
Additional Security Settings
6.1
Security Classifications
6.1.1
About Records Classification
6.1.1.1
Classification Levels
6.1.1.2
Classified Records Security Hierarchy
6.1.2
Managing Classified Security
6.1.2.1
Enabling or Disabling Classified Security
6.1.2.2
Creating or Editing a Custom Security Classification
6.1.2.3
Setting the Order of Security Classifications
6.1.2.4
Deleting a Security Classification
6.1.2.5
Setting the Declassification Time Frame
6.1.2.6
Viewing Security Classification References
6.1.2.7
Assigning a Classification to a User
6.1.2.8
Changing a User's Classification
6.1.2.9
Removing a User's Classification
6.2
Custom Security
6.2.1
About Custom Security
6.2.2
Managing Custom Security
6.2.2.1
Enabling or Disabling Custom Security Usage
6.2.2.2
Creating or Editing a Simple Custom Security Field
6.2.2.3
Adding or Editing Advanced Security
6.2.2.4
Viewing Simple Custom Security Field Information
6.2.2.5
Deleting a Simple Custom Security Field (Simple)
6.2.3
Simple Custom Security Field Example
6.2.3.1
Create the Custom Security Field in Configuration Manager
6.2.3.2
Create the Custom Security Field in User Admin
6.2.3.3
Create the Custom Security Field
6.2.3.4
Verify the Custom Security Field
6.3
Classification Guides
6.3.1
About Classification Guides
6.3.2
Managing Classification Guides
6.3.2.1
Creating or Editing a Classification Guide
6.3.2.2
Deleting a Classification Guide
6.3.2.3
Viewing Classification Guide Information
6.3.2.4
Creating or Editing a Classification Topic
6.3.2.5
Editing Classification Topic Settings
6.3.2.6
Deleting a Classification Topic
6.3.2.7
Viewing Classification Topic Information
6.4
Supplemental Markings
6.4.1
Supplemental Markings Details
6.4.2
Managing Supplemental Markings
6.4.2.1
Enabling or Disabling Supplemental Markings
6.4.2.2
Creating or Editing a Supplemental Marking
6.4.2.3
Viewing Supplemental Marking Information and References
6.4.2.4
Deleting a Supplemental Marking
6.4.2.5
Assign or Remove User Supplemental Markings
6.4.2.6
Using Restricted and Formerly Restricted Supplemental Markings
7
Configuration Options
7.1
Retention Options
7.1.1
Setting the Fiscal Calendar
7.1.2
Setting Performance Monitoring
7.2
PCM Options
7.3
Setting Up Workflows
7.3.1
Workflow Prerequisites and Process
7.3.2
Creating Necessary Workflows
7.3.2.1
Category Dispositions Workflow
7.3.2.2
Reservation Processing Workflow
7.3.2.3
Offsite Storage Workflow
7.4
Configuration with Desktop Integration Suite
7.5
Configuration Variables
8
Configuring Physical Content Management
8.1
Physical Content Management
8.2
Configuring Chargeback Processing
8.3
Configuring Location Types
8.3.1
Predefined Location Types
8.3.2
Location Type Icons
8.3.2.1
Adding Customized Icons
8.3.3
Creating or Editing a Location Type
8.3.4
Viewing Location Type Information
8.3.5
Deleting a Location Type
8.3.6
Reordering Location Types
8.3.7
Example: Creating a Location Type
8.4
Configuring Object Types
8.4.1
Predefined Object Types
8.4.2
Creating or Editing an Object Type
8.4.3
Viewing Object Type Information
8.4.4
Deleting an Object Type
8.4.5
Editing Object Type Relationships
8.5
Configuring Media Types
8.5.1
Predefined Media Types
8.5.2
Creating or Editing a Media Type
8.5.3
Viewing Media Type Information
8.5.4
Deleting a Media Type
8.6
Configuring Default Metadata Values: Offsite and Reservations
8.6.1
Setting Default Metadata Values for Reservation Items and Offsite Storage
9
Setting Up PCM Storage Space
9.1
Storage Space Considerations
9.2
Browsing the PCM Storage Space
9.2.1
Storage Space Hierarchy
9.2.2
Storage Location Properties
9.2.2.1
Location Type
9.2.2.2
Object Type
9.2.2.3
Media Type
9.2.2.4
Storage Status
9.3
Managing Storage Spaces
9.3.1
Creating a Storage Location
9.3.2
Batch Creating Storage Locations
9.3.3
Editing a Storage Location
9.3.4
Viewing Information about a Storage Location
9.3.5
Deleting a Storage Location
9.3.6
Blocking a Storage Location
9.3.7
Reserving or Canceling a Reservation for a Storage Location
9.3.8
Viewing All Items in a Storage Location
9.3.9
Printing Labels for Storage Locations
9.4
Example: Creating a Single Storage Location
9.5
Example: Creating a Batch of Storage Locations
10
Setting Up a Retention Schedule
10.1
Retention Schedule Overview
10.1.1
Retention Schedules and MoReq2 File Plans
10.1.2
Retention Schedules and Folders Retention Functionality
10.1.3
Planning a Retention Schedule
10.1.3.1
Retention Schedule Hierarchy
10.1.3.2
Attribute Inheritance
10.1.3.3
Review Status Attributes
10.1.3.4
Permanent Status Attributes
10.1.3.5
Disposition Instructions
10.1.3.6
Frozen Folder and Content Status
10.1.4
Creating and Navigating Object Levels
10.1.4.1
Retention Schedule Menus
10.2
Using a Series
10.2.1
Managing a Series
10.2.1.1
Creating or Editing a Series
10.2.1.2
Viewing Series Information
10.2.1.3
Hiding and Unhiding a Series
10.2.1.4
Moving a Series
10.2.1.5
Deleting a Series
10.3
Retention Categories
10.3.1
Managing Retention Categories
10.3.1.1
Creating or Editing a Retention Category
10.3.1.2
Viewing Retention Category Information
10.3.1.3
Viewing Category Metadata History
10.3.1.4
Copying a Retention Category
10.3.1.5
Moving a Retention Category
10.3.1.6
Deleting a Retention Category
10.3.2
Retention Category Example
10.4
Record Folders
10.4.1
About Record Folders
10.4.2
Managing Record Folders
10.4.2.1
Creating a Record Folder
10.4.2.2
Creating a Volume Folder
10.4.2.3
Editing a Record Folder
10.4.2.4
Changing the Disposition Applied to a Folder
10.4.2.5
Moving a Record Folder
10.4.2.6
Deleting a Record Folder
10.4.3
Folder Examples
10.4.3.1
Creating a Record Folder That is Subject to Review
10.4.3.2
Creating Record Folders Subject to Recurring Audit Triggers
11
Setting up Triggers
11.1
Trigger Overview
11.1.1
System-Derived Triggering
11.1.1.1
Retention Period Cutoff
11.1.1.2
Preceding (Disposition) Action
11.1.1.3
Content or Folder States
11.1.2
Custom Triggers
11.1.3
Global Triggers
11.1.4
Custom Direct Triggers
11.1.5
Indirect Triggers
11.2
Managing Triggers
11.2.1
Creating or Editing a Trigger
11.2.2
Viewing Trigger Information
11.2.3
Viewing Trigger References
11.2.4
Deleting a Trigger
11.2.5
Setting Up Indirect Triggers
11.2.6
Deleting an Indirect Trigger Date Entry
11.2.7
Disabling an Indirect Trigger Period
11.3
Trigger Examples
11.3.1
Global Triggers
11.3.1.1
Delayed Global Trigger
11.3.1.2
Dormant Global Trigger
11.3.1.3
Activating a Dormant Global Trigger
11.3.2
Custom Direct Trigger
11.3.2.1
Creating the Record Field
11.3.2.2
Creating the Custom Direct Trigger
11.3.2.3
Setting Up the Disposition Instructions
11.3.2.4
Verifying the Custom Direct Trigger
12
Configuring Time Periods
12.1
Using Time Periods
12.2
Managing Time Periods
12.2.1
Creating or Editing a Custom Time Period
12.2.2
Viewing Period Information
12.2.3
Viewing Period References
12.2.4
Deleting a Custom Period
12.2.5
Example: Creating a Custom Period
13
Creating Custom Metadata
13.1
Managing Custom Metadata
13.1.1
Creating or Editing Custom Metadata Fields
13.1.2
Viewing Custom Metadata Field Information
13.1.3
Deleting a Custom Metadata Field
13.2
Example: Creating a Custom Category Metadata Field
14
Defining Disposition Instructions
14.1
Disposition Types
14.1.1
Event Dispositions
14.1.2
Time Dispositions
14.1.3
Time-Event Dispositions
14.2
Category Rule Review Using Workflows
14.3
Triggering Events
14.3.1
Preceding Actions Triggering Event
14.3.2
Content State Triggering Event
14.3.3
Indirect Triggers
14.3.4
Custom Triggers
14.4
Retention Periods
14.5
Disposition Actions
14.5.1
Classified Records Actions
14.5.2
Dispose Actions
14.5.3
Other Actions
14.5.4
Transfer/Move Actions
14.6
Cutoff Guidelines
14.6.1
Time Retention Periods
14.6.2
Time-Event Retention Periods
14.7
Disposition Precedence
14.8
Managing Dispositions
14.8.1
Enabling or Disabling User-Friendly Captions
14.8.2
Creating or Editing a Disposition Rule
14.8.3
Copying a Disposition Rule
14.8.4
Viewing Disposition Information
14.8.5
Deleting a Disposition Rule
14.9
Disposition Examples
14.9.1
Event Disposition
14.9.2
Simple Time/Event Disposition
14.9.3
Time Disposition
14.9.4
Time-Event Disposition
14.9.5
Disposition Rules for Specific Folders
14.9.6
Multi-Phased Disposition
15
Setting Up Freezes
15.1
Managing Freezes
15.1.1
Creating or Editing a Freeze
15.1.2
Viewing Freeze Information
15.1.3
Deleting a Freeze
15.1.4
Freezing Items, Folios or Folders
15.1.5
Unfreezing Frozen Items or Folders
15.1.6
Searching for Frozen Content and Folders
15.1.7
Re-sending an E-Mail Notification for a Freeze
15.2
Example: Creating a Freeze
16
The Oracle Content Server Adapter
16.1
Content Server Adapter Overview
16.1.1
Architecture
16.1.2
Oracle WebCenter Content: Records and the Content Server Adapter
16.2
Adapter Configuration
16.2.1
Configuring Sources and Providers
16.2.1.1
Defining a New Outgoing Provider
16.2.1.2
Editing an Outgoing Provider
16.2.1.3
Disabling the Adapter's Outgoing Provider
16.2.1.4
Deleting the Adapter's Outgoing Provider
16.2.1.5
Registering an External Source
16.2.1.6
Unregistering and Removing an External Source
16.2.1.7
Viewing External Source Configuration Settings
16.2.1.8
Viewing Outgoing Provider Configuration Settings
16.2.2
Managing Fields
16.2.2.1
Mapping a Custom Metadata Field
16.2.2.2
Editing a Mapped Metadata Field
16.3
Synchronizing Data
16.3.1
Performing As-Needed Synchronization
16.3.2
Scheduling Synchronization
16.3.3
Viewing Synchronization Logs
A
User Interface
A.1
Initial Features Pages
A.1.1
Enabled Features Page
A.1.2
Setup Checklist Page
A.1.2.1
Configuring the Report Library
A.2
Configure Retention Settings Page
A.3
Configure Physical Settings Page
A.4
Security Interface
A.4.1
Assigned Rights Page
A.4.2
Access Control Edit Section
A.4.3
Edit Rights Page
A.4.4
Classification Interface
A.4.4.1
Configure Security Classification Page
A.4.4.2
Create or Edit Security Classification Page
A.4.5
Custom Security Interface
A.4.5.1
Configure Custom Security Page
A.4.5.2
Create or Edit Simple Custom Security Field Page
A.4.5.3
Advanced Custom Security Option Page
A.4.5.4
Select Security Dialog
A.4.6
Classification Guide Interface
A.4.6.1
Configure Classification Guide Page
A.4.6.2
Create or Edit Classification Guide Page
A.4.6.3
Administer Classification Topic Page
A.4.6.4
Create or Edit Classification Topic Page
A.4.6.5
Configure Topic Settings Page
A.4.7
Supplemental Markings Interface
A.4.7.1
Configure Supplemental Markings Page
A.4.7.2
Create or Edit Supplemental Marking Page
A.5
PCM Configuration Interface Screens
A.5.1
Storage Location and Barcode Configuration Pages
A.5.1.1
Configure Location Types Page
A.5.1.2
Create or Edit Location Type Page
A.5.1.3
Default Metadata for Checked-in Reservation or Offsite Entries Page
A.5.1.4
Create or Edit Storage Page
A.5.1.5
Configuring Custom Barcode Page
A.5.1.6
Create Custom Barcode Dialog
A.5.1.7
Create Batch Storage Import File Page
A.5.1.8
Select Storage Location Dialog
A.5.1.9
Browse Storage Page
A.5.1.10
Physical Items in Storage Page
A.5.2
Object Types, Media Types, and Payment Types
A.5.2.1
Configure Object Types Page
A.5.2.2
Create or Edit Object Type Page
A.5.2.3
Edit Object Type Relationships Page
A.5.2.4
Configure Media Types Page
A.5.2.5
Create or Edit Media Type Page
A.5.2.6
Select Media Type Dialog
A.6
Retention Schedule Interface Screens
A.6.1
Exploring Retention Schedule Page
A.6.2
Series Interface Pages
A.6.2.1
Create or Edit Series Page
A.6.2.2
Series Information Page
A.6.2.3
Select Retention Series, Record Folder or Category Dialog
A.6.3
Category Interface Screens
A.6.3.1
Create or Edit Retention Category Page
A.6.3.2
Retention Category Information Page
A.6.3.3
Metadata History Page
A.6.4
Record Folders Interface Screens
A.6.4.1
Create or Edit Record Folder Page
A.6.4.2
Record Folder Information Page
A.7
Triggers Interface
A.7.1
Configure Triggers Page
A.7.2
Create or Edit Trigger Type Page
A.7.3
Trigger Information Page
A.7.4
Indirect Trigger Date Entries Page
A.7.5
Create or Edit Indirect Trigger Date Entries Page
A.8
Time Period Interface
A.8.1
Configure Periods Page
A.8.2
Create or Edit Period Page
A.8.3
Period Information Page
A.8.4
Period Reference Page
A.9
Custom Metadata Interface
A.9.1
Metadata List Page
A.9.2
Fields for Metadata Page
A.9.3
Create or Edit Standard Metadata Field Page
A.9.4
Create or Edit Auxiliary Metadata Set Page
A.9.5
Metadata Information Page
A.10
Disposition and Freeze Interface
A.10.1
Disposition Interface
A.10.1.1
Configure Dispositions Page
A.10.1.2
Create or Edit Disposition Action Page
A.10.1.3
Disposition Action Info Page
A.10.1.4
Disposition Actions Configuration Page
A.10.2
Freeze Interface
A.10.2.1
Freeze Configuration Page
A.10.2.2
Create or Edit Freeze Page
A.10.2.3
Freeze Information Page
A.10.2.4
Frozen Item Page
A.11
Disposition Interface Screens
A.11.1
Disposition Instructions Page
A.11.2
Disposition Rule Page
A.11.3
Disposition Information Page
A.12
Adapter Interface
A.12.1
Register Source Page
A.12.2
Add or Edit New Provider Page
A.12.3
Provider List Page
A.12.4
Provider Information Page
A.12.5
Source Configuration Information Page
A.12.6
Map Custom Fields Page
A.12.7
Map/Edit Custom Field Dialog
A.12.8
Configure Scheduled Events Page
A.12.9
Synchronization Log Page
A.13
Report Interface
A.13.1
Configure Reports Settings Page
A.13.2
Configure Report Element Page
A.13.3
Report Checkin Page
A.13.4
Report Templates Page
A.13.5
Configure Report Sources Page
A.13.6
XML Data Dialog
B
Summary of Security Rights and Roles
B.1
Rights and Roles for Oracle WebCenter Content: Records
B.1.1
Triggers
B.1.2
Periods
B.1.3
Supplemental Markings
B.1.4
Security Classifications
B.1.5
Custom Security Fields
B.1.6
Custom Category or Folder Metadata Fields
B.1.7
Classification Guides
B.1.8
Freezes
B.1.9
Series
B.1.10
Categories
B.1.11
Folders
B.1.12
Content
B.1.13
Disposition Rules
B.1.14
Archiving
B.1.15
Screening
B.1.16
Audit Trails
B.1.17
Links
B.1.18
Reports
B.1.19
Customization
B.1.20
General Configuration
B.2
Physical Content Management Rights and Roles
B.2.1
Physical Item Management
B.2.2
Storage Space
B.2.3
Location, Media, and Object Types
B.2.4
Reservations
B.2.5
Chargebacks
B.2.6
Barcodes
B.2.7
General Configuration
C
Customizing Your System
C.1
Custom Disposition Actions
C.1.1
Managing Custom Dispositions
C.1.1.1
Creating or Editing a Custom Disposition Action
C.1.1.2
Viewing Custom Disposition Action Information
C.1.1.3
Deleting a Custom Disposition Action
C.1.2
Disabling Custom Disposition Actions
C.1.3
Creating a Custom Disposition Action Example
C.1.4
Creating Disposition Rules for Physical Content
C.2
Using Custom Barcodes
C.2.1
Adding a Custom Barcode Range
C.2.2
Processing Non-Standard Barcode Data
C.2.2.1
Header and Footer Information
C.2.2.2
Data Information
C.3
Adding a Mobile Bar Code Reader
C.4
Creating Custom Reports
C.4.1
Creating Custom Templates
C.4.2
Creating or Editing New Report Sources
C.4.3
Downloading a BI XML Data File
Glossary
Index
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