Declare a classified electronic record
Only users who are assigned to the Records Users group can declare classified electronic records from Workplace or Workplace XT.
To declare a classified electronic record from Workplace or Workplace XT, launch the Record Declaration Wizard by completing one of the following actions:
- Select Declare
as Record on the confirmation page after adding or checking in a document.
- Select Declare
as Record from a document's context menu or Property Information page.
In the Record Declaration Wizard:
- Select the Declare a classified record radio button and click Accept.
- Click Select Class.
- Select an object
store, and click Accept.
The remaining steps of the wizard include:
- Catalog Record
- Set Properties
- Set Classification Properties
Catalog Record
- Select the appropriate class. For electronic records, select Electronic
Record or one of its subclasses as provided by your administrators.
- Click Select Fileplan Location and navigate to the
appropriate level of the file plan.
- By default, the Browse view is selected, but you can use the other options in the left
panel.
- If you have previously created shortcuts, select Shortcuts and
select a shortcut from that list. Select the check box of locations you want to use and click Add
to Selection. You can also remove shortcuts you no longer want on the list by selecting
their check boxes and clicking Remove Shortcut.
- If you know at least part of the name of the entity, click Search. Select either the Title or the File
Plan
Identifier. The default operator
is "like" which allows you to search for part of the name. Enter a text
string and click Search.
- Select the check box of one or more locations and click Add to
Selection. Click Remove under
any location that you added in error. Click Add
to Shortcuts to add
any of these locations to your shortcuts list.
- When the list of locations is complete, click Accept.
- Click Next to proceed to the Set Properties step.
Set Properties
- Provide the required information in the property fields. The required fields vary depending
on the class you selected. The required fields in the Electronic Record class
are:
- Media Type: Enter the media type, for example, electronic file.
- Format: Enter the format, for example, text, PDF, Word.
- Author/Originator: Enter the name of the person who created or owns the file .
- Subject: Enter a brief description of the contents.
- Publication Date: Enter the date the file was created.
- If the record you are declaring is a Receipt of another classified record, click ReceiptOf,
then browse to and select the classified record that is the source of the receipt. Typically,
receipts are not classified. For information about receipts, see Receipts.
- Click Next after you enter the required information
in the Set Properties step. The wizard opens the Set Classification Properties step.
Set Classification properties
-
To select a security classification guide (SCG) or source document, click Derived From. This step is optional.
- To select an SCG, an SCG section, or SCG topic, click Add New in the Security
Classification Guides area and select the desired SCG element. Selecting an SCG element populates the record's Derived From property with the name of the SCG, the date that the SCG was issued, and the originator of the SCG.
- To select a source document,
click Add New in the Source Documents area, and enter
a description of the source document in the text box. A source document does not provide
additional information, so you will need to complete the required fields on the Set
Classification Properties step.
- To remove a security classification guide or source document, click the corresponding
box in the Remove column, and click Remove.
- After you finish adding or removing the desired classification guide elements and source
documents, click Accept.
NOTE When you click Accept on the Derived
From page,
IBM InfoSphere Enterprise Records copies data from all fields shown in the summary (including blanks) to the
corresponding fields on the Set Classification Properties step.
If you previously entered other data in those fields and are only reviewing the information
on the Derived
From page, click Cancel, instead of Accept
to keep data that you manually entered.
- If you did not select a guide, you must specify a value for
Initial Classification by selecting Top Secret, Secret,
or Confidential from the drop-down
menu.
NOTE The Current Classification defaults to the same
value as the Initial Classification if you have clearance to see items at the level
of the initial classification. Otherwise, you need to specify a value at the level
of your security clearance.
- If you did not select a guide, click Reasons
for Classification.
- Click Add New Value.
- Click Active or Deprecated,
and select an appropriate value.
- Click Accept.
- Add as many values as needed.
- To remove a value, highlight the value, and click the Remove Selected Items
icon:

- When you are finished with your selections, click Accept.
- In the Classifying Agency field, enter the name of the agency that is currently managing
the record, such as the Department of Defense.
- Complete any of the remaining optional fields.
- Click Finish after you enter the required information.
NOTES
- The IBM Enterprise Records user interface has no mechanism to declare all parts of a compound document as a single record. However, you can declare individual child or parent documents as records. You can also make documents that have already been declared as records part of a compound document later. Certain compound document settings (such as Prevent delete, or Delete child when parent is deleted) can affect the normal disposition of a record. If any part of a compound document (the parents, the children, or both) will be declared as record, it is required that the default settings are used. These settings are the Neither Parent nor Child option in the Prevent delete menu and the Do not delete Child when Parent is deleted selection. Other settings are not supported by IBM Enterprise Records and will result in failure or inconsistent behavior when the records go through disposition.
- Any application using Darwin Information Typing Architecture (DITA) file functionality creates the components as compound documents. Therefore, the differences that apply to compound documents mentioned in the previous note also apply to DITA files.