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:

In the Record Declaration Wizard:

  1. Select the Declare a classified record radio button and click Accept.
  2. Click Select Class.
  3. Select an object store, and click Accept.

The remaining steps of the wizard include:

Catalog Record

  1. Select the appropriate class. For electronic records, select Electronic Record or one of its subclasses as provided by your administrators.
  2. Click Select Fileplan Location and navigate to the appropriate level of the file plan.
  3. 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.
  4. When the list of locations is complete, click Accept.
  5. Click Next to proceed to the Set Properties step.

Set Properties

  1. 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:
  2. 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.
  1. Click Next after you enter the required information in the Set Properties step. The wizard opens the Set Classification Properties step.

Set Classification properties

  1. To select a security classification guide (SCG) or source document, click Derived From. This step is optional.

    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.

  2. 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.

  3. If you did not select a guide, click Reasons for Classification.
    1. Click Add New Value.
    2. Click Active or Deprecated, and select an appropriate value.
    3. Click Accept.
    4. Add as many values as needed.
    5. To remove a value, highlight the value, and click the Remove Selected Items icon: remove selected items icon
    6. When you are finished with your selections, click Accept.
  4. In the Classifying Agency field, enter the name of the agency that is currently managing the record, such as the Department of Defense.
  5. Complete any of the remaining optional fields.
  6. Click Finish after you enter the required information.

NOTES