Only a user with at least Privileged User role or Reviewer
role privileges can copy a record to another location in the same
file plan. When a privileged user or reviewer copies a record, IBM® Enterprise
Records copies the declared document
in the record object store (ROS). The declared document is copied
on the same source file with a different containment name. Except
for the name, description, security, and disposition information, IBM Enterprise
Records copies the record metadata
to the new folder in the file plan object store (FPOS). The metadata
has a link to the copied document in the ROS.
About this task
Implications of copying records.
- Security implications of copying records: After a record is copied,
the new record inherits security from the new parent container.
- Disposition implications of copying records: The copied record
inherits the disposition schedule from the new parent container. This
rule is true unless the record has a disposition as a result of the
type of the record. If the original record is already cut off, the
copied record is not yet cut off. An authorized user must initiate
disposition on the copied record when the copied record has a disposition
schedule resulting from the type of the record.
Procedure
To copy a single record:
- Browse through the file plan hierarchy to access the record
to copy.
- Right-click the record name and select Copy from the menu.
- Note the Document Title field is
populated with a record named prefixed by Copy of.
- Enter the Description for the copy of the record, and click Next.
- Go to the location in the file plan in which to store the
copy and click Copy.
- After you see a confirmation message verifying the completion
of the Copy action, click OK to return to the Browse page. Note the following issues:
- An electronic record cannot be copied to a physical folder.
- A record can be copied only to a destination folder that is active
and open.
Results
To copy one or more records
- Browse through the file plan hierarchy to access the records to
copy.
- Select the check boxes next to records that you want to copy.
- From the Multi-Select Actions menu, select Copy.
- At the Copy window, select the file plan
location you want to copy the records to from the list.
You can
use the Filter field to limit the number of items you see in the Entity
Name list. For example, if you know that your file plan location has
the letter x in its name, you can type x in the filter field. Click Go. The list is refreshed with only file plan location
names with a letter x. Click Reset to refresh
the list back to a full list of file plans in alphabetical order.
- Go to the location in the file plan where you want to store the
copy and click Copy.
- After you see a confirmation message verifying the completion
of the Copy action, click OK to return to the Browse page.