There are several things you need to do when creating a
file plan in IBM® Enterprise
Records.
These items are related to security, naming patterns, volume names,
workflows, actions, events, dates, disposition schedules, class, and
property customization. These items are also related to adding locations,
file plans, and folders.
Perform the tasks in the following list in the order they are presented.
For example, you must perform some tasks, such as adding actions and
events, before you perform other tasks, such as defining disposition
schedules.
- Review your security requirements for records management and make
any needed adjustments. Adjusting the default security settings after
the system is in use is complex. In general, assign security settings
to groups rather than individual users makes your system more maintainable.
For more information about security, see the security topic.
- Optionally, complete the naming pattern topic to define the naming
pattern rules that you want to enforce on different entities. For
example, define the patterns for record categories and folders created
under a file plan. Define these naming pattern rules and associate
the naming pattern with the file plan. Complete this association before
you begin adding the entities for which you want the rules enforced.
- Optionally, change the configuration of the volume name suffix,
which is an incremental number that acts as a suffix in the volume
name. By default, the value of the suffix is "00000". Configure this
volume name suffix before you begin adding record folders. This configuration
is important because a volume is automatically created as a result
of adding any type of record folder except for a box. For more information,
see the volume name suffix topic.
- Optionally, create new or customize existing disposition workflows
and transfer them to the Content Platform Engine server.
Any workflows that are associated with actions need to be available
before you create the associated actions. For more information about
workflows, see the topic about creating workflows.
- Add actions, which are the disposition actions (such as destroy
or move to storage room) performed on entities. Add actions before
defining disposition schedules. If you are going to mark any record
containers or record folders as vital containers, be sure to add one
or more actions of type Vital Review. These
containers hold vital records that must be periodically reviewed.
Although it is not mandatory, you can mark a container entity as Vital
at the time you create it. This action requires you to specify the Vital
Review action and the recurring event. For more information
about actions, see the adding an action topic.
- Add events, which are the occurrences of specified conditions
(such as end of fiscal quarter) based on which the system triggers
certain actions on entities. Add events before defining disposition
schedules that use these events. If you are going to mark any record
containers or record folders as vital containers, be sure to add one
or more recurring events. For more information about events, see the
event triggers topic.
- Optionally, add any predefined dates, which are dates (typically
one-time events) based on which the system triggers certain actions
on entities. Add predefined dates before defining disposition schedules
that use these dates. For more information about predefined dates,
see the adding a predefined date topic.
- Define disposition schedules. Although it is not mandatory, you
can associate a disposition schedule with an entity at the time you
create that entity. Also, if your IBM Enterprise
Records solution includes using
record types, you must define a disposition schedule before you can
create its associated record type. For more information about disposition
schedules, see the defining a disposition schedule topic.
- Optionally, add record types. This action provides a way to associate
a record with a disposition schedule. This method is different from
the one currently associated with the parent record category or record
folder. For more information about record types, see the topic associated
with record types.
- Optionally, perform any class and property customization, like
subclassing IBM Enterprise
Records classes,
adding properties to classes, and customizing the way properties display
in the user interface. For more information about classes and properties,
see the topics about creating subclasses, adding properties to classes,
and customizing the display of properties.
- If your IBM Enterprise
Records solution
includes managing physical records, then add locations. When you add
a physical entity, such as a physical record folder, you must provide
its location. For more information about locations, see the adding
a location topic.
- Add your file plan. For more information, see the topic about
adding a file plan.
- Create your file plan hierarchy, which includes adding record
categories and adding record folders. For more information about file
plan hierarchy, see the topics about adding record categories and
record folders.
- After you create your file plan, revisit existing IBM Enterprise
Records configuration settings
plus perform some additional configuration tasks. For a summary about
configuration, see the configuration overview topic.
- For information about migrating a file plan from one object store
to another, see the File Plan Import and Export tool topic. An example
of migrating is moving a file plan from a development or test environment
into a production environment.