Sweep processes are daemon processes that you schedule to run at appropriate times in your business day. Choose a time when system usage is low. On Windows, use Schedular. On AIX, HP-UX, Linux, and Solaris, use Cron. To run a sweep process, ensure that you have the required JRE level.
The following table provides an overview of some of the key files installed for the Sweep processes. These files are located in the <RM_install_path>/FileNet/RecordsManagerSweep directory or one of its subdirectories.
Directory | Contains | Used To |
---|---|---|
RecordsManagerSweep | lib directory, the RecordsManagerSweep batch or shell file, and the log4j.properties file. | Run the Sweep process |
RecordsManagerSweep/lib | The JAR files required by both Disposition Sweep and Hold Sweep processes. | |
RecordsManagerSweep/lib/config | RMSweepConfiguration.xml and RMHoldSweepConfiguration.xml | Configure the Disposition Sweep and the Hold Sweep processes. |
Before sweep processes can be run, you must configure them. For more information, see the topics about configuring the sweep.
To run the sweep processes, see the topics about running the sweeps.
Disposition Sweep is responsible for finding records that are ready to start moving through the various phases of their disposition schedules. After updating the calculated data on the entities, it then runs disposition and vital record reviews when they are due.
The Disposition Sweep process updates the following properties. Which properties are updated depends on how Disposition Sweep is configured and what disposition scenarios exist. The following table shows the properties by their display name. The symbolic name is in parentheses if the symbolic name is substantially different from the display name.
Property display name | Property display name |
---|---|
Accession To | Event Type |
Action Type | Export Destination |
Aggregation | Export Format |
Alternate Retentions | External Event Occurrence Date |
AssociatedRecordTypes | Is Deleted |
Calendar Date | Is Final Phase Completed |
Close By | Is Screening Required |
Condition XML | Last Reviewed By |
Current Action Type | Last Sweep Date |
Current Phase Action | Phase Action |
Current Phase Decision Date | Phase Decision Date |
Current Phase Execution Date | Phase Number |
Current Phase Execution Status | Phases |
Current Phase Export Destination | Property Value |
Current Phase Export Format | Reason For Close |
Current Phase ID | Recalculate Phase Retention |
Current Phase Review Decision | Record Info (RecordInfoPtr) |
Cut Off Date | ReOpen Date |
CutOff Base | Retention Base |
CutOff Inherited From | Retention Period Days |
Cycle Days | Retention Period Months |
Cycle Months | Retention Period Years |
Cycle Years | Review Comments |
Date Closed | Review Date |
Date Last Modified | Review Decision |
Date of Last Review | Reviewer |
Date Time | Reviewer Details |
Disposal Phases | RM Folder (RMFolderPtr) |
Disposal Schedule | Vital Record Declare Date |
Disposal Schedule Allocation Date | Vital Record Indicator (IsVitalRecord) |
Disposal Trigger (CutoffDisposalTrigger) | Vital Record Next Review Date |
Disposition Cutoff Action (CutoffAction) | Vital Record Review and Update Cycle (VitalRecordDisposalTrigger) |
Disposition Event Offset Days (CutoffOffSetDays) | Vital Record Review Date |
Disposition Event Offset Months (CutoffOffSetMonths) | Vital Sweep Date |
Disposition Event Offset Years (CutoffOffSetYears) | Vital Workflow Status |
Effective Date Modified |
Hold Sweep is responsible for finding records that meet the conditions specified in conditional holds and placing the holds.
The Hold Sweep process updates the following properties. Which properties are updated depends on how Hold Sweep is configured and what hold conditions exist. The following table shows the properties by their display name.
Property display name |
---|
Associated Folders |
Associated Records |
Head |
Holds |
Is Dynamic |
Last Hold Sweep Date |
OnHold |
Prevent RM Entity Deletion |
Tail |
Declassification review sweep is applicable only to classified records for which the Declassify On Date or Declassify On Event values are not specified. IBM® Enterprise Records uses the Default Declassification Timeframe, specified in the Configuration Items page, to declassify these records. For more information about the Default Declassification Timeframe, see the configuring IBM Enterprise Records system topic.
After there is a change in the Default Declassification Timeframe, declassification review sweep updates the declassification date on existing classified records for which IBM Enterprise Records uses the Default Declassification Timeframe. If declassification review sweep is not run after a change in the Default Declassification Timeframe, IBM Enterprise Records does not apply the change to existing classified records. However, this function applies only to classified records that are declared subsequent to the change in the default declassification timeframe.