IBM Enterprise Records, Version 5.1.2    

Declaring a classified physical record

While you are browsing a file plan object store in IBM® Enterprise Records, click Declare Physical Record to run the Record Declaration Wizard.

About this task

This wizard consists of three steps:

Procedure

To declare a Catalog Record:

  1. Click Select Class. The wizard opens the Record Class Selection page.
  2. By default, only the Marker Record class is available. If your site added other classes, select the appropriate class and click Accept.
  3. Specify a file plan location.
    1. In IBM Enterprise Records, click Add New. To remove a file plan location, click Remove beneath its description. In Application Engine, click Select Fileplan Location.
    2. Go to the appropriate level in a location and select the check box.

      If you created shortcuts, you can select Shortcuts and select from the list. Select the check box of the location you want to use and click Add to Selection.

      You can click Search to search for a location. 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.

    3. After you select a location, click Add to Selection.
    4. Click Add to Shortcuts for frequently used locations. In future declarations, you can select the locations from the Shortcuts view rather than going in the Browse view.
    5. Click Accept.
  4. Click Next to continue to the Set Properties step.

Results

To complete 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 default Marker Record class are:
    • Media Type: Enter the media type, for example, CD, video cassette, paper photo.
    • Format: Enter the format, for example, CDR, VHS, paper.
    • Author/Originator: Enter the name of the person who created or owns the physical record.
    • Subject: Enter a brief description of the physical record.
    • Publication Date: Enter the date that the physical record was created.
    • Home Location: Enter the permanent location of the physical record when the record is not checked out. Click Select under the required location. The wizard closes the page and returns to the Set Properties step.
  2. If you are declaring a record as a Receipt of another record, click ReceiptOf. Then browse to and select the classified record that is the source of the receipt. Receipts track classified records but the receipt is not classified. See the topic about receipts.
  3. Click Next.

To complete Set Classification Properties:

  1. 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 required SCG element. Selecting an SCG element populates the Derived From property of the record with SCG information. This information includes 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 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 required classification guide elements and source documents, click Accept.
    Important: When you click Accept on the Derived From page, IBM 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 entered other data in those fields and are reviewing only the information about the Derived From page, click Cancel to keep your manually entered data.
  2. Specify a value for Initial Classification by selecting Top Secret, Secret, or Confidential from the menu.
    Important: 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 must specify a value at the level of your security clearance.
  3. Click Reasons for Classification. IBM Enterprise Records opens the Select Values page where you can add and remove Reasons for Classification.
    1. To add a Reason for Classification, click Add New Value and select either Active, for new records or Deprecated for old records.
    2. Select a reason from the list of choices and click Accept.
    3. Continue adding as many reasons as required.
    4. To remove a reason, highlight the reason and click the Remove Selected Items icon: Remove selected items icon
    5. 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 physical record, such as the Department of Defense.
  5. Complete any of the remaining optional fields.
    • To change the Declassify On Date, click the calendar icon and select a date. The Declassify On Date is based on one of the following values:
      • The Default Declassification Timeframe value specified in the System Configuration. For more information, see the system configuration topic.
      • The SCG element, if you selected an SCG element in the Derived From field.
    • Click Declassify On Events or Downgrade On Events. IBM Enterprise Records opens the Select Values page where you can add and remove appropriate values.
      • Select a value from the list of choices and click Accept.
      • Continue adding as many values as required.
      • To remove a value, highlight the value and click the Remove Selected Items icon: Remove selected items icon
      • When you are finished with your selections, click Accept.
    • Entering or changing some information might change the requirement of information in other fields. For example, if you modify the Declassify On Date field, you must enter an exemption. If you enter a value for the Downgrade On Events field, you must provide downgrade instructions.
  6. Click Finish after you enter the required information.


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Last updated: November 2013
declare_classified_physical_record.htm

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