Records

A record is a reference to information and provides metadata to manage the information. A record can inherit from the container where the record was created. For example, the record can inherit the disposition schedule of the parent container. Records can electronic or physical. Both electronic records and physical records can be catalogued as vital and marked as permanent records. The DoD Chapter 4 Data Model allows declaration of records with a security classification, including Top Secret, Secret, Confidential, or Unclassified. The PRO data model allows classification of records as Top Secret, Secret, Confidential, Restricted, or Unclassified.

Base and DoD data models allow declaration of, records in record categories, record folders, and volumes. PRO data model allow declaration of, records in record folders and volumes.

NOTE  If you are upgrading an Unclassified record to a higher classification like Confidential, Secret, or Top Secret, many of the required properties for the newly upgraded record may be missing. To make sure you have assigned the correct properties to the record, go to the info page for the record, click on Security Classification, complete all of the missing "required" properties for that record's classification, and click Apply.

Electronic records

An electronic record points to an electronic document, such as a Content Engine (CE) document or an email message. For CE documents, you can create a separate record for each version of a document or a single record for a collection of document versions. You can store electronic records in both electronic and hybrid folders. For more information, see Documents and records management.

A record deletion or disposition deletes only the version of the document that this record points to. If there is only one version of the document, then the entire document version series is deleted. For example, if a document has multiple versions and one version is declared as a record, then only the version that is declared as a record is deleted with the record. Any other version that is not declared as a record, or is declared using a different record, is not deleted.

Physical records

A physical record, sometimes referred to as a marker, is metadata about a physical document or other object, such as paper records, tape, or microfilm. You can store physical records in any type of record folder. However, with the exception of electronic folders, a physical record can be declared in only one container (a hybrid folder, a physical folder, or a box). Once a physical record is declared in a hybrid folder, physical folder, or box, you cannot file the record into another container unless the container is an electronic folder. This constraint models the physical storage for the record. For example, if you have a single backup tape, you can only physically store the tape in one box.

See Physical Entities for additional information about managing physical records.

Classified records

In DoD Classified data models, records are classified as either top secret, secret, confidential, or unclassified. A user can access only those records that correspond to his or her security clearance level. For more information about declaring classified records, see:

Vital records

Vital records are essential agency records needed to meet operational responsibilities during an emergency or disaster. To ensure periodic reviews of these records, mark a record category, record folder, or volume as Vital, and all records created under these containers will automatically be classified as Vital.

When you mark a container as Vital, select the recurring event that triggers the periodic review or update of vital records, and the action that launches when the review event occurs. Whenever the recurring review event occurs, the vital records review workflow associated with the event is launched. For more information, see Set Vital Records.

IBM InfoSphere Enterprise Records includes a report, Vital Records Due for Disposal, that displays the electronic vital records due for disposition within a specific period. For more information on reports, see Report Generation.

Permanent records

A permanent record is identified as having sufficient value that requires preservation by your organization beyond the time that is normally required. You can mark a record as Permanent by setting the value of its Permanent Record Indicator property to True. By default, this property does not display in IBM InfoSphere Enterprise Records. For information on displaying the Permanent Record Indicator property in IBM InfoSphere Enterprise Records, see Customize the Display of Properties.

There is no behavior associated with the Permanent Record Indicator property. The property is informational only, and although the Permanent Record Indicator is set to True, the record can still be deleted.