You can add a record category to a file plan in the hierarchy
of records management entities. You can also add a record category
to another record category, creating a subcategory. However, you can
add a subcategory only to an active record category. Only a Records
Manager or a Records Administrator can add a record category.
About this task
By default, the new record category inherits all properties
except Name, Identifier, and Date Opened from its parent record category.
You can change these inherited values.
Attention: At any
level of the file plan, do not create more than 100 record categories
and record folders. For more information about file plans, see the
file plans topic.
Procedure
To add a record category:
- Sign in as the Records Manager or Records Administrator
and browse to the file plan under which you want to create a record
category. If you want to create a subcategory, open the appropriate
record category.
- To open the wizard, click Add Record Category:
. Then perform
the following steps. - To set properties, enter or modify
the displayed property values. Some properties can be edited
directly in this page, while others require that you click the property
name to edit the values. A red asterisk indicates that you must specify
a value for that property. For more information about displayed properties,
see the properties reference topic. If you are entering a Record Pattern
that automatically names records being added to the category, enter
the pattern directly in this field. For information about constructing
the pattern, see the adding a naming pattern topic.
- Click Next to set the disposition
schedule for the record category or select another step from the panel.
- Click Cancel to exit the Add Record Category wizard.
- To set disposition, there are
three possibilities. A disposition schedule might already be preselected.
The Inherit box is checked. A disposition schedule might be listed
but the Inherit box is not checked. To use it, click Inherit. There might not be any disposition information. In all cases, click Browse Schedule to select a schedule or change it. Click Clear Schedule to leave the disposition blank for now.
You can review the information pages of any assigned schedule by clicking
its Get Info icon.
- When you browse for a schedule, click Select beneath the name of the disposition schedule you want to assign
to this category.
- If necessary, specify the Disposition Authority designated
for the disposal of the record category when it is due for disposal. By default, the disposition authority specified for the
selected disposition schedule is automatically assigned as the disposition
authority for the record category. If a disposition authority is not
set for the selected schedule, the disposition authority that you
set for the category is applicable. If you specify the disposition
authority now and set the disposition schedule later, the disposition
authority set for the schedule overrides the record category disposition
authority.
Attention: If your display setting in your Site Preferences or User Preferences for Show vital records step when you create containers is set to No, the program hides the Set Vital Record step. Skip to substep l.
- If the user or site preference setting is set to show
the Set Vital Record step, click Next to set the Vital Record. Alternatively select another
step from the panel. For more information, see the User
Preference and Site Preference links at the end of this topic.
- To specify that records in this category are vital,
select True from the Vital Record
Indicator menu. To set the vital record if
the records created in the record category require continuous reviews
and updates, mark the record category as Vital. All records created
in the category are automatically classified as Vital.
- If wanted, enter a description of the vital records
to be added to this record category.
- From the Vital Record Review Action menu, select the action that starts with the periodic review or
update cycle of vital records. The menu lists Vital Review
actions previously created. For more information, see the adding an
action topic.
- From the Vital Record Review and Update Cycle menu, select the event that triggers the periodic review or update
of vital records within the category. The menu lists recurring events
previously created. For more information, see the adding a recurring
event topic.
- Click Next to set
the security and finish the record category.
- To set security, review the existing security settings.
For more information about each area of access, see the specify security
setting topic. Security settings determine the groups and
users who can access the record category, and control the permissions
granted to each group or user. The security settings you specify here
might be overridden by the FileNet P8 security set on the entity. For more information, see
the security topic.
- To change the access rights for a specific user or group
listed on the page, click the user or group name in the Title column. The Security
Settings page displays, in which you can specify the security
permissions of different users and groups.
- To add new users or groups to the list, click Add New. To remove an existing user or group from the
list, select the Remove option for that user
or group. For more information about users and groups,
see the adding users and groups to an object topic.
- To save modifications to security settings and finish
creating the record category, click Finish.
- Click OK to acknowledge the message
on successful addition of a record category and exit the wizard.